Minutes of Civic Development Subcommittee Meeting

Tuesday, 3 June 2025

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Civic Development Subcommittee Meeting

Ngā Miniti

Minutes – Day 1 (Tuesday, 3 June 2025) at 9.00am

Kua Tae ā-tinana:
Present:

Chair: Councillor Malcolm Dixon

Ngā KaiKaunihera

Councillors: Michael Fowler, Damon Harvey, Henry Heke (present for part of meeting session on 3 June), Kellie Jessup, Hana Montaperto-Hendry, Wendy Schollum and Heather Te Au-Skipworth

Heretaunga Takoto Noa Māori Standing Committee appointee: Elizabeth Waiwiri-Hunt

Group Manager, Infrastructure , Craig Thew - Subcommittee member for Public Excluded Item 10

Two Youth Council appointees: Taylor Bevan and Zander Peterson (present for Open Agenda items only)

Kua Tatū:
In attendance:

Group Manager: Community Wellbeing & Services – Rebekah Dinwoodie (present for part of meeting session on 3 June)

General Counsel - Scott Smith

Community Grants and Partnerships Advisor – Anna Petro

Community Strategies Manager - Emma Morgan

Network Controls Manager – Cat Hancock

Public Spaces Asset Planner - Jeff Clews

Events Operations Manager – Andrea Taaffe

Youth Lead - Emma James

Manager, Community Services & Programmes – Kate Peterson

Democracy & Governance Advisor - Christine Hilton

Kei Konei:
Also present:

(Applicants speaking for Item 4)

Kevin Corbett - Number 11 Squadron (District of Hastings) Air Training Corps

Natalie Robb - Radio Hawke’s Bay

Catherine Robertson - Hawke’s Bay Readers and Writers Charitable Trust

Fiona Parrant and Sharon Allan - Birthright Hawke’s Bay Child and Family Care Trust

Maxine Bevin - Aphasia New Zealand (Aphasia NZ) Charitable Trust

Stacy Apiata - Ko Wai Tōu Ingoa Hauora Charitable Trust

Zack Makoare and Casey Whaitiri - Te Tai Timu Trust

Leana Becker - Adaptive Whakauru Tahi Charitable Trust

Blossom Sale and Hosanna Peni - Hastings Girls High School

Roger Sinclair - Hastings Group Riding for the Disabled Association Incorporated

Nic Burkin and Shaun Pettersson - Got Drive Community Trust

Linda Bainbridge - Knowledge Bank Hawke’s Bay

Debbie Bailey - Kidnnections Charitable Trust

Peter Harrison- Hawke’s Bay Soul Choir

Richard Kettle - Birchleigh Polo School Program

Gemma Rutland and Sharon Jenkinson – Weave Hawke’s Bay

Matt Carroll - Raukatauri Music Therapy Trust

Mabel Aiolupotea; Mika Aiolupotea; and Megan, Belle and Tuifaiga Tuimaualuga – Elevation Centre

Jessica Cranswick and Suz Bremner - Flaxmere Pony Club Incorporated

Jordan Pomana, Evelyn Ratima and Phaizon Parkes - HB Lead Kahungunu Poitukohu

Tiem Teuatabo and Kamatara Bunaua - Otan Kiribati Hawke’s Bay Community

Nicky Copp - Maca Sports Leadership Charitable Trust

Kristyl Neho and Nigel Messervy, with two supporters – Maia Dreams Charitable Trust

Maxine Gannon – Guardians of Tutira and Districts

Claire Beard and Desiree Cornelissen – Brain Injury Association Hawke’s Bay

Rizwaana Latiff - Multicultural Association Hawke’s Bay

Debbie Bakkerus and Andrew Wordsworth – Presbyterian Support East Coast

Bridget Murphy – Big Brothers Big Sisters of Hawke’s Bay

Andy Quayle – Hawke’s Bay Rescue Helicopter

Anna Marie Faavae – Hawke’s Bay Junior Polyfest Committee

Kev Carter – YMCA Hawke’s Bay

Tessa and Mila Flowers-Morrell and Crystal Kavana - The Dream Workbook

Andy Ibrow - the NZ Council of Victim Support Groups

Tyson Ataera - Mates of Hawke’s Bay Charitable Trust t/a Mates 4 Life

Davis Ataera, Jeremiah Schaumkel, Shontae Kelly, Blake McAloon and Tipene Tuhura – Lift Social Enterprise Limited

Kate McCormick – Good Bitches Trust

Vicki Welsby – Awhi Charitable Trust

Olivia Morrell – Rezpect Community Charitable Trust

Linda Tyrrell - HB Cook Island Community Centre Society Incorporated

Chris Scott – New Zealand Sport Fishing Council Incorporated Society – (Umbrella) Legacy Hawke’s Bay

Stacey Tito and Karen Hart – The B.R.A.V.E. Foundation

Caz Pettersson - Life Education Trust Hawke’s Bay

Jose Aparicio – Prima Volta Charitable Trust

1. Apologies – Ngā Whakapāhatanga

Councillor Schollum/Councillor Fowler

That Apologies for Absence from Mayor Hazlehurst; Environmental Consents Manager, Caleb Sutton, and Transportation Manager, Jag Pannu (who were Subcommittee members for Agenda Item 5); and the Chief Executive, Nigel Bickel (who was a Subcommittee member for Public Excluded Agenda Item 10) be accepted.

CARRIED

An apology was also received from one party, Chrissi Garside, HB BMX Club Incorporated who had been scheduled to speak, but was now unable to attend. She had emailed a copy of the information she had been going to present at the meeting.

2. Conflicts of Interest - He Ngākau Kōnatunatu

The following Subcommittee members declared a conflict of interest in regard to particular applications:

· Councillor Michael Fowler:

o Hawke's Bay Readers & Writers Charitable Trust (App ID sycg24-012)

o Knowledge Bank Hawke’s Bay (App ID sycg24-066)

o Multicultural Association Hawke’s Bay application (App ID sycg-081)

· Councillor Malcolm Dixon:

o Multicultural Association Hawke’s Bay application (App ID sycg-081)

· Councillor Damon Harvey:

o Mates of Hawke’s Bay Charitable Trust t/a Mates 4 Life (App ID sycg-015)

· Councillor Heather Te Au-Skipworth:

o Rezpect Community Charitable Trust (App ID sycg-079)

· Councillor Henry Heke:

o Te Kaha Rangatahi Charitable Trust (App ID sycg-023)

3. Confirmation of Minutes - Te Whakamana i Ngā Miniti

Councillor Schollum/Councillor Harvey

That the minutes of the Civic Development Subcommittee Meeting held Thursday, 22 May 2025 be confirmed as an accurate record.

CARRIED

Single-year Community Grants 2025-2026

(Document 25/145) (One of the attachments was a Public Excluded one, which was included in a separate document)

The Chair outlined the process to be followed during this item. Speaking times had been allocated on Day 1 (3 June) to those applicants wishing to address the meeting and questions could be asked by the members. On Day 2 of the meeting (5 June) the subcommittee would consider the funding that was to be allocated to the applications (including the ones that had not been addressed by speakers at the 3 June session). Officers would be asked to advise whether any applications overlapped or had been funded via other Council budgets.

The applicants scheduled to speak addressed the meeting in turn, and spoke to the application made by themselves/the organisation they were representing, as set out below. They responded to any questions asked of them by the subcommittee members.

A number of subcommittee members declared Conflicts of Interest in regard to the applications, as set out under Item 2 and in Part B) of the resolution under Item 4. These members took no part in asking questions of those particular applicants (on 3 June) and no part in discussion or voting in regard to those applications (on 5 June).

Presentations by Applicants

Kevin Corbett, Flight Lieutenant and Unit Commander spoke to the application from Number 11 Squadron (District of Hastings) Air training Corps (App ID: sycg24-004) regarding the project titled “Combined Interunit Training and Activities”. He responded to questions from the subcommittee.

As noted earlier in the minutes, Chrissi Garside, HB BMX Club Incorporated (App ID: sycg24-078) had been unable to attend and had emailed information (CG-17-14-00505 and CG-17-14-00511), which was printed and circulated later in the meeting, in support of the project titled “Whakapakari Wahine BMX – Nurturing Girls On Wheels: Coaching & Confidence Expansion”.

Natalie Robb, Projects and Funding Manager spoke to the application from Radio Hawke’s Bay (App ID: sycg24-006) regarding the project titled “Community Voice”. She read out two testimonials from Weave HB and Age Concern (these were not retained for the record) and responded to questions from the subcommittee.

Catherine Robertson, Chairperson spoke to the application from Hawke’s Bay Readers and Writers Charitable Trust (App ID: sycg24-012) regarding the project titled “Hawke’s Bay Readers & Writers Festival 2025”. She responded to questions from the subcommittee.

Fiona Parrant, Chief Executive and Sharon Allan, Practice Manager, Operations spoke to the application from Birthright Hawke’s Bay Child and Family Care Trust (App ID: sycg24-018) regarding the project titled “Providing Free Counselling for the Hastings Community”. They responded to questions from the subcommittee and were asked to provide some missing budget information to officers prior to Day 2 of the meeting.

Maxine Bevin, Community Aphasia Advisor, spoke to the application from Aphasia New Zealand (Aphasia NZ) Charitable Trust (App ID sycg24-061) regarding the project titled “Community Aphasia Advisor support service (Hawkes Bay)”. She responded to questions from the subcommittee.

Stacy Apiata, Chairperson, spoke to the application from Ko Wai Tōu Ingoa Hauora Charitable Trust (App ID sycg24-026) regarding the project titled “Mana hapū initiative”. He responded to questions from the subcommittee.

Zack Makoare, Chief Executive, spoke to the application from Te Tai Timu Trust (App ID sycg24-068) regarding the project titled “Hui Tāne 2025”. He responded to questions from the subcommittee. Zack was supported by Casey Whaitiri, Administrator, and Josh Hadden.

Leana Becker, Founder Director, spoke to the application from the Adaptive Whakauru Tahi Charitable Trust (App ID sycg24-002) regarding the project titled “Adaptive Communities”. She responded to questions from the subcommittee.

Blossom Sale, Teacher Aide, and Hosanna Peni, Performance Arts Captain and HDC Youth Council member) spoke to the application from Hastings Girls High School (App ID sycg24-028) regarding the project titled “Fiafia Night”. They responded to questions from the subcommittee.

Roger Sinclair, President, spoke to the application from Hastings Group Riding for the Disabled Association Incorporated (App ID sycg24-016) regarding the project titled “Support with the short fall of rider fees for 2025”. He responded to questions from the subcommittee.

Nic Burkin, Administrator and Shaun Pettersson, Chairperson, spoke to the application from the Got Drive Community Trust (App ID sycg24-038) regarding the project titled “Driver Education and Training programmes Hastings/Flaxmere”. They responded to a question from the subcommittee.

Linda Bainbridge, Manager, spoke to the application from the Knowledge Bank Hawke’s Bay (App ID sycg24-066) regarding the project titled “Volunteer Co-ordinator”. No questions were asked by the subcommittee.

Debbie Bailey, Manager, spoke to the application from the Kidnnections Charitable Trust (App ID sycg24-010) regarding the project titled “Supervised Visitations Operating Costs”. She responded to questions from the subcommittee.

Peter Harrison, Treasurer, spoke to the application from the Hawkes Bay Soul Choir (App ID sycg24-001) regarding the project titled “Professional Fees”. He responded to questions from the subcommittee.

The meeting adjourned for morning tea at 10.20am

and resumed at 10.30am

Richard Kettle, Club Manager, spoke to the application from the Birchleigh Polo School Program (App ID sycg24-025) regarding the project titled “Birchleigh Polo School Program”. He responded to questions from the subcommittee.

Gemma Rutland, Fundraising and Comms Manager and Sharon Jenkinson, Clinical Team Lead and Counsellor spoke to the application from Weave Hawke’s Bay (App ID sycg24-064) regarding the project titled “Neurodiversity in Practice: Tools for Kaimahi, Support for Whānau”. They responded to questions from the subcommittee, acknowledging the organisation’s name change to better reflect the activities they undertook.

Matt Carroll, Music Therapist spoke to the application from the Raukatauri Music Therapy Trust (App ID sycg24-055) regarding the project titled “Supporting Music Therapy in Hawke’s Bay”. He responded to questions from the subcommittee and was requested to provide some necessary outstanding information to complete the application. This would need to be provided prior to consideration of the applications by the Subcommittee on 5 June.

Mabel Aiolupotea, Trustee, spoke to the application from the Elevation Centre (App ID sycg24-069) regarding the project titled “O LAU AGANU’U O LOU TOFI – YOUR CULTURE IS YOUR HERITAGE”. She circulated a sheet with a number of photos titled “O LAU AGANU’U O LOU TOFI 2024” (CG-17-14-00509) in support of their application. She responded to questions from the subcommittee and was supported by four others - being her husband, Mika Aiolupotea; and Megan, Belle and Tuifaiga Tuimaualuga.

Jessica Cranswick, Secretary and Suz Bremner Event Co-ordinator spoke to the application from the Flaxmere Pony Club Incorporated regarding the project titled “ODE/First Start Event 2025”. They responded to a question from the subcommittee.

Jordan Pomana, Chairperson, with Evelyn Ratima and Phaizon Parkes, Athlete spoke to the application from HB Lead Kahungunu Poitukohu (App ID sycg24-083) regarding the project titled “Te whare akoranga ō poitūkohu. They responded to questions from the subcommittee. They also circulated copies of a document in support of their application, being: - a colour A4 document titled “Kahungunu Poitūkohu” (CG-17-14-00498).

Tiem Teuatabo, President spoke to the application from the Otan Kiribati Hawke’s Bay Community (App ID sycg074) regarding the project titled “Otan Kiribati Community Week”. He circulated a sheet outlining the activities the community had planned for Kiribati Language week, in support of the application (CG-17-14-00508). He responded to questions from the subcommittee and was supported by Kamatara Bunaua, Funding Advisor.

Nicky Copp, General Manager, spoke to the application from the Maca Sports Leadership Charitable Trust (App ID sycg24-032) regarding the project titled “Ignite Drive”. She responded to a question from the subcommittee.

Kristyl Neho, General Manager, and Nigel Messervy, Chairperson and Trustee, spoke to the application from the Maia Dreams Charitable Trust (App ID sycg24-020) regarding the project titled “Confident Me Online Phase 2/App”. They responded to questions and were supported by two other ladies.

Jaimee Lolo from the Local Spiritual Assembly of the Baha’is of Hastings (App ID sycg24-059) had been given a speaking time but did not attend and no apology was received.

Maxine Gannon, Secretary and Catchment Co-ordinator spoke to the application from the Guardians of Tutira and Districts (App ID sycg24-021) regarding the project titled “Shine Falls Carpark Restoration Project”. She responded to questions from the subcommittee. She also circulated copies of a one page document relating to Shine Falls (CG-17-14-00499), in support of the application.

Claire Beard, Community Connector, and Desiree Cornelissen, Manager, spoke to the application from the Brain Injury Association Hawke’s Bay (App ID sycg-062) regarding the project titled “My Life On Canvas”. They responded to questions from the subcommittee. They also circulated copies of a document, in support of the application and went through and addressed each of the pages in turn (CG-17-14-00500).

At this point, Councillor Schollum chaired the meeting during the presentation of the Multicultural Association Hawke’s Bay application (App ID sycg-081) – as both Councillor Dixon (Chair) and Councillor Fowler had declared a conflict of interest.

Rizwaana Latiff, Chairperson, spoke to the application from the Multicultural Association Hawke’s Bay (App ID sycg-081) regarding the project titled “International Cultures Day and Asians in The Bay Awards and Noho Marae Visits”. She responded to questions from the subcommittee.

Councillor Dixon then reassumed the role of Chair.

Debbie Bakkerus, Head of Marketing and Andrew Wordsworth, Enliven Service Manager, spoke to the application from Presbyterian Support East Coast (App ID sycg-085) regarding the project titled “Defibrillator for Middle Road”. They responded to questions from the subcommittee.

At this point, approximately 11.50am, Councillor Heke withdrew from the meeting for the remainder of the session on 3 June.

Bridget Murphy, Programme Administrator, spoke to the application from Big Brothers Big Sisters of Hawke’s Bay (App ID sycg24-065) regarding the project titled “Volunteer mentor recruitment campaign”. She responded to a question from the subcommittee.

Andy Quayle, Chief Executive, spoke to the application from Hawke’s Bay Rescue Helicopter (App ID sycg24-014) regarding the project titled “September Newsletter Appeal”. He circulated one A4 page in support of the application (CG-17-14-00507). He responded to questions from the subcommittee.

Anna Marie Faavae, Chairperson, spoke to the application from the Hawke’s Bay Junior Polyfest Committee (App ID sycg24-077) regarding the project titled “Hawke’s Bay Junior Polyfest”. She responded to questions from the subcommittee.

Kev Carter, Acting General Manager, spoke to the application from the YMCA Hawke’s Bay (App ID sycg24-046) regarding the project titled “Youth Projects”. He also circulated copies of a three page document titled “Annual Report for the year ending 31 January 2025” (CG-17-14-00501), in support of the application. No questions were asked by the subcommittee.

Tessa Flowers-Morrell, Director, and Crystal Kavana, Director, supported by Mila Flowers-Morrell all spoke to the application from The Dream Workbook (App ID sycg24-072) regarding the project titled “DREAM Workbook – Empowering Tamariki through Entrepreneurship & Financial Literacy”. They responded to questions from the subcommittee. They also tabled a copy of the workbook for the meeting to view, but it was not left as part of the evidence circulated at this meeting.

Andy Ibrow, Team Leader for the Hawke’s Bay Region, spoke to the application from the NZ Council of Victim Support Groups (App ID sycg24-034) regarding the project titled “Supporting Victims of Crime and Traumatic Events”. He responded to questions from the subcommittee.

Tyson Ataera, General Manager, spoke to the application from Mates of Hawke’s Bay Charitable Trust t/a Mates 4 Life (App ID sycg24-015) regarding the project titled “MAPS – counselling services pilot”. He responded to questions from the subcommittee.

The meeting adjourned for lunch at 12.30pm

and resumed at 1.03pm

Councillor Jessup rejoined the meeting after the lunch break at 1.08pm.

Councillor Fowler did not rejoin the meeting after the lunch break until later in the afternoon (at 2.33pm).

Davis Ataera, Director, and Jeremiah Schaumkel, Facilitator, spoke to the application from Lift Social Enterprise Limited (App ID sycg24-071) regarding the project titled “Leap – “Take a Leap of Faith” 2”. They responded to questions from the subcommittee and were supported by Rangatahi - Shontae Kelly, Blake McAloon and Tipene Tuhura.

Kate McCormick, HB Prison Bake Co-ordinator and Committee member, spoke to the application from the Good Bitches Trust (App ID sycg24-082) regarding the project titled “Good Bitches Baking Programme Delivery, Hastings”. She responded to a question from the subcommittee.

Vicki Welsby, Manager, spoke to the application from the Awhi Charitable Trust (App ID sycg24-063) regarding the project titled “2025-2026 Awhi Programmes”. She responded to a question from the subcommittee.

Olivia Morrell, Trustee, spoke to the application from the Rezpect Community Charitable Trust (App ID sycg24-079) regarding the project titled “Creative Futures: Unlocking Potential Through Arts and Mentorship”. She responded to questions from the subcommittee, noting that the organisation was now a charitable trust. She also circulated a document titled “Rezpect 12 Month Report April 2024 – March 2025” (CG-17-14-00510) in support of the application.

Linda Tyrrell, Project Manager, spoke to the application from the HB Cook Island Community Centre Society Incorporated (App ID sycg24-022) regarding the project titled “HBCICC Painting and Wall Autex”. She also circulated copies of a one page A4 colour document (CG-17-14-00502), in support of the application. She responded to questions from the subcommittee.

Raun Makirere-Haerewa, from the Te Kaha Rangatahi Charitable Trust (App ID sycg24-023) had been given a speaking time but did not attend and no apology was received.

Chris Scott, Social Media Digital Brand Manager, spoke to the application from the New Zealand Sport Fishing Council Incorporated Society – (Umbrella) Legacy Hawke’s Bay (App ID sycg24-090) regarding the project titled “Kai Ika Project – Hawke’s Bay”. He also responded to a question from the subcommittee.

Stacey Tito and Karen Hart, both co-founders of the organisation, spoke to the application from The B.R.A.V.E. Foundation (App ID sycg24-045) regarding the project titled “BRAVE Retreats”. They also circulated copies of a colour pamphlet (CG-17-14-00503), in support of the application. They responded to questions from the subcommittee.

Caz Pettersson, Educator, spoke to the application from the Life Education Trust Hawke’s Bay (App ID sycg24-009) regarding the project titled “Managing Big Emotions – Understanding the Brain”. She responded to questions from the subcommittee and circulated copies of a colour pamphlet CG-17-14-00504), in support of the application.. She also showed the meeting “Harold”, an educational toy used as part of the programme.

Jose Aparicio, Artistic Director, spoke to the application from the Prima Volta Charitable Trust (App ID sycg24-067) regarding the project titled “Project Prima Volta Performance Programme”. He responded a question from the subcommittee.

At this point, the oral presentation of applications under this item was concluded. As noted earlier in the minutes, consideration of all the applications, including those which had been spoken to at today’s session and those which had not, would take place during Day 2 of the meeting on Thursday, 5 June 2025.

The Chair noted that while Councillors Fowler and Heke had missed some parts of the presentations under Item 4, they would be given the opportunity to be briefed on the matters raised during this session and to be provided with copies of all documentation circulated today. In this way, they would be informed and able to take part in the allocation of funding on 5 June.

The meeting adjourned for afternoon tea at approximately 2.00pm

and resumed at 2.13pm

At this point, Agenda Item 6 was taken out of order as officers involved were present.

Civic Development Subcommittee Report Vibrancy Fund Applications - June 2025

(Document 25/211) (A presentation was shown at the meeting) (One of the attachments was Public Excluded and was included in a separate document)

The Public Spaces Planner, Asset, Jeff Clews, spoke to the agenda report. He also displayed and spoke to a power point presentation (CG-17-14-00512) which outlined the applications being considered at this meeting. He gave a brief background in regard to each of the applications and responded to questions from the subcommittee.

Discussion took place regarding the ten applications referred to in the report, with the resultant decisions outlined in the resolution tables, under this item. Mr Clews advised that the total of the applications being considered amounted to $25,000. The members addressed each of the applications in turn, with Jeff being asked to give feedback to some of the applicants, as directed by the meeting.

Councillor Fowler rejoined the meeting at 2.33pm.

There were no declarations of Conflicts of Interest in regard to any of the applications being considered.

The meeting noted that, in regard to The Kids’ Sing Festival – East Coast application, it would be more appropriate to consider this application under the Single-Year Grants allocation (Item 4) on this agenda. This application was subsequently considered in this way, under reconvened Item 4, later in this meeting.

The Subcommittee discussed the options for timing, in regard to addressing Round 2 of the Vibrancy Fund. This timing would need to be adjusted this year, due to the upcoming local authority election. The meeting asked officers to look into whether this funding round could be opened earlier.

Officers were asked to look to open the round over July until mid-August 2025 and the applications can then be considered at the last Civic Development Subcommittee meeting for this term – on 2 September 2025. The meeting agreed that this action would replace the recommended process under Recommendation C) in the agenda report and did not need to be formally addressed as part of the resolution.

Councillor Schollum/Councillor Jessup

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

B) That having reviewed the applications against the criteria for the Vibrancy Fund, the Civic Development Subcommittee allocates funds to those applicants whom it considers will best assist Council to achieve the purposes of the fund and its desired community outcomes, from the total funding available of $25,000; as set out below:

A) Applicant name	Project Description	Total Granted
B) Wynn Drabble	Live Music Hastings Stage	$2,000.00
Neil Gordon	Illuminati Night Ride	$3,000.00
Shayne Jeffares	FOTOFEST Photography Festival	$10,000.00
Anna Marie Faavae	HB Junior Polyfest	$10,000.00
TOTAL ALLOCATED		$25,000.00

The following six applications had been declined as they had not been able to be funded from the monies available during this funding round.

Applicant name	Project Description	Total Granted
HB Geeks Guild	Event Calendar Expansion	$0.00
Hannah Dahike	The Kids’ Sing Festival – East Coast	$0.00
Brandi Dixon	HB Readers & Writers Festival	$0.00
HB Multicultural Association	Asians in The Bay	$0.00
Cath Jeffares	“Our Hastings Heroes” – Walk of Fame	$0.00
Daniel Betty	Elevate Project	$0.00

CARRIED

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

(Document 25/220)

The Network Controls Manager, Cat Hancock, spoke to the agenda report and responded to questions from the subcommittee.

Councillor Te Au-Skipworth/Councillor Schollum

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.

CARRIED

The two Youth Council appointees left the meeting at this point. They would not be involved in Public Excluded Item (Item 10). They would rejoin the meeting, on 5 June, to take part in discussion regarding the allocation of Single-year grants under Item 4.

7. Minor Items - Ngā Take Iti

There were no additional business items.

8. Urgent Items - Ngā Take Whakahihiri

There were no extraordinary business items.

Recommendation to Exclude the Public from Item 10

SECTION 48, LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

Councillor Dixon/Councillor Schollum

THAT the public now be excluded from the following parts of the meeting, namely;

10 Procurement Methodology for Upgrade Work

The general subject of the matter to be considered while the public is excluded, the reason for passing this Resolution in relation to the 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 is as follows:

GENERAL SUBJECT OF EACH MATTER TO BE CONSIDERED

REASON FOR PASSING THIS RESOLUTION IN RELATION TO EACH MATTER, AND PARTICULAR INTERESTS PROTECTED

GROUND(S) UNDER SECTION 48(1) FOR THE PASSING OF EACH RESOLUTION

10 Procurement Methodology for Upgrade Work

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.

Contractual discussions regarding commercial businesses.

Section 48(1)(a)(i)

Where the Local Authority is named or specified in the First Schedule to this Act under Section 6 or 7 (except Section 7(2)(f)(i)) of this Act.

CARRIED

The meeting adjourned at 3.25pm

and would reconvene on Thursday, 5 June 2025 at approximately 11.00am

Minutes (Continued) – Day 2 (Thursday, 5 June 2025) at 11.15am

Kua Tae ā-tinana:
Present:

Chair: Councillor Malcolm Dixon

Ngā KaiKaunihera

Councillors: Michael Fowler, Damon Harvey, Henry Heke, Kellie Jessup, Hana Montaperto-Hendry and Wendy Schollum

Heretaunga Takoto Noa Māori Standing Committee appointee: Elizabeth Waiwiri-Hunt

Two Youth Council appointees: Taylor Bevan and Zander Peterson

Kei Konei:
Also present:

Group Manager: Community Wellbeing & Services – Rebekah Dinwoodie

Community Grants and Partnerships Advisor – Anna Petro

Community Strategies Manager - Emma Morgan

Network Controls Manager – Cat Hancock

Public Spaces Asset Planner - Jeff Clews

Events Operations Manager – Andrea Taaffe

Democracy & Governance Advisor - Christine Hilton

1. Apologies – Ngā Whakapāhatanga

Councillor Dixon/Councillor Schollum

That Apologies for Absence from Mayor Hazlehurst and Councillor Heather Te Au-Skipworth be accepted.

CARRIED

DAY 2 proceedings – Thursday, 5 June 2025

The meeting resumed in Open Session to complete addressing Item 4, following a resolution to do so - which had been passed at the end of the Public Excluded part of the meeting, on Tuesday, 3 June 2025.

Single-year community Grants 2025-2026 (Continued)

Deliberations:

The applicants were not present during the deliberations taking place during this session.

The Community Strategies Manager, Emma Morgan, and the Community Grants and Partnerships Advisor, Anna Petro, spoke to the agenda report and responded to questions from the Subcommittee. The total budget available for allocation in this funding round was $185,000.

The members had previously requested that details be circulated for each funding meeting which sets out the current applications and details of funding requested as a reference for the committee. Prior to today’s meeting, information had been circulated to the members (CG-17-14-00506) setting out the current applications, their project title and the requested amount. Following the meeting, this table was completed to show the amount (if any) that had been allocated to each application.

The meeting was advised that two of the applications (App ID sycg24-080 and App ID sycg24-089) – “Threads of Tuvalu” and “Tuvalu Day” projects - had been withdrawn as they had both been ineligible for this funding - (as they had not been able to obtain legal entity status).

The application from “Kids Sing Festival – East Coast” (App ID sycg24-091), had been addressed earlier in the meeting during Agenda Item 6 (Vibrancy Fund) and had been referred to the Single-year Grants item (Item 4) and was then considered under this item at today’s meeting.

The subcommittee continued its consideration of all the applications, including those which had not been addressed by speakers at this meeting, and the allocation of the available funds.

It was noted that some applications had been started but had not been completed or formally submitted via the electronic application process. However, the system had still allocated an application number in all those situations. However, only the reference numbers that related to actual formal applications needed to be addressed at this meeting.

As set out under Item 2 and in Part B) of the resolution under Item 4, a number of subcommittee members declared Conflicts of Interest in regard to some of the applications.

Councillor Jessup withdrew from the meeting at 11.53am and rejoined at 12 noon.

The meeting adjourned for lunch at 12.30pm

and resumed at 12.55pm

Councillor Jessup withdrew from the meeting at 1.38pm and rejoined at 1.43pm.

Councillors Henry Heke and Kellie Jessup left the meeting at 2.02pm.

Elizabeth Waiwiri-Hunt/Councillor Schollum

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

B) The following members had declared a Conflict of Interest in regard to certain applications and had taken no part in discussion or voting in regard to these particular applications.

· Councillor Michael Fowler:

o Hawke's Bay Readers & Writers Charitable Trust (App ID sycg24-012)

o Knowledge Bank Hawke’s Bay (App ID sycg24-066)

o Multicultural Association Hawke’s Bay application (App ID sycg-081)

· Councillor Malcolm Dixon:

o Multicultural Association Hawke’s Bay application (App ID sycg-081)

· Councillor Damon Harvey:

o Mates of Hawke’s Bay Charitable Trust t/a Mates 4 Life (App ID sycg-015)

· Councillor Heather Te Au-Skipworth:

o Rezpect Community Charitable Trust (App ID sycg-079)

· Councillor Henry Heke:

o Te Kaha Rangatahi Charitable Trust (App ID sycg-023)

C) That after reviewing the applications to the 2025 Single Year Community Grants Funding round, the Subcommittee allocates the available 2025 budget of $185,000.00 (subject to Council adoption of the 2025-2026 budget allocation in the Annual Plan) to those applications which it considers will best assist Council to achieve its desired community outcomes, as follows.

App	Organisation Name	Brief Project Description	$ Allocated
001	HB Soul Choir	Professional Fees	$2,000.00
002	Adaptive Whakauru Tahi Charitable Trust	Adaptive Communities	$5,000.00
004	11 Squadron (District of Hastings) Air Training Corps	Combined Interunit Training and Activities	$2,000.00
005	Hawke’s Bay Community Orchestra	Rent for weekly hire of rehearsal space	$1,808.38
008	English Language Partners Hawke’s Bay	English for employees classes	$2,000.00
010	Kidnnections Charitable Trust	Supervised Visitations Operating Costs	$2,500.00
012	Hawke’s Bay Readers & Writers Charitable Trust	Hawke’s Bay Readers & Writers Festival	$3,000.00
014	Hawke’s Bay Rescue Helicopter Trust	September Newsletter Appeal	$3,000.00
015	Mates of Hawke’s Bay Charitable Trust t/a Mates4Life	MAPS – counselling services pilot	$10,000.00
016	Hastings Group Riding for the disabled	Short fall of rider fees for 2025	$4,000.00
018	Birthright Hawke’s Bay Child and Family Care Trust	Provide free counselling	$3,000.00
019	Hawke’s Bay Geeks Guild	Geeks Guild growth	$1,200.00
020	Maia Dreams Charitable Trust	Confident Me Online Phase 2/App	$3,000.00
025	Birchleigh Polo School	Birchleigh Polo School Program	$2,500.00
026	Ko Wai Tou Ingoa Hauora Charitable Trust	Mana hapū initiative	$4,000.00
027	Pakistan and Friends Hawke’s Bay Association	Hawke’s Bay Eid Festival	$2,000.00
031	Bay Cities Symphonic Band	Operational Costs	$2,000.00
032	Maca Sports Leadership Charitable Trust	Ignite Drive	$4,000.00
034	NZ Council of Victim Support Groups	Supporting victims of crime and traumatic events	$4,000.00
035	Parent to Parent Hawke’s Bay	Outreach Programme	$2,000.00
042	Lifelink/Samaritans Inc	24/7 Hope	$2,500.00
043	Cancer Society of NZ Central Districts	Sun Smart Schools Programme	$4,000.00
044	Orange Sky NZ	Homelessness and hardship	$10,000.00
045	The B.R.A.V.E. Foundation	B.R.A.V.E. retreats	$6,500.00
046	YMCA Hawke’s Bay	Youth Projects	$5,000.00
048	Dementia Hawke’s Bay	Heating and lighting Hastings	$2,000.00
049	The Keirunga Gardens Arts and Crafts Society Inc	Audio Visual and Technical Equipment	$4,177.52
050	The Acorn Project Hastings	Costs integral to service delivery	$4,000.00
053	One Voice Community Services Trust	Community Support Services	$2,000.00
054	Hawke's Bay Community Fitness Centre Trust	Flaxmere College - Youth Potential	$1,200.00
055	Raukatauri Music Therapy Centre	Supporting Music Therapy in Hawke's Bay	$5,000.00
057	Bellyful New Zealand	Filling Bellies in Hawke’s Bay	$2,500.00
058	Disability Sport and Recreation Hawke's Bay	Adaptive sport programmes for those with disabilities	$2,000.00
062	Brain Injury Association HB	My Life on Canvas	$3,000.00
063	Awhi Charitable Trust	2025-2026 Awhi Programme	$5,000.00
064	Weave Hawke’s Bay	Neurodiversity in Practice	$5,000.00
067	Prima Volta Charitable Trust	Project Prima Volta Performance Programme	$5,000.00
068	Te Taitimu Trust	Hui Tāne 2025	$4,000.00
069	Elevation Centre	O Lau Aganu’u o Lou Tofi	$4,000.00
072	The DREAM Workbook	DREAM Workbook	$7,500.00
073	Te Reo o Ngati Kahungunu Inc – Radio Kahungunu	Generating Resilience	$5,000.00
076	Flaxmere Pony Club Incorporated	ODE/First Start Event 2025	$1,000.00
078	Hawke’s Bay BMX Club Incorporated	Whakapari Wahine BMX	$3,000.00
079	Rezpect	Creative Futures	$6,000.00
081	Multicultural Association Hawke’s Bay	Events	$4,000.00
082	Good Bitches Trust	Good Bitches Baking Programme	$2,000.00
083	HB Kahungunu Poitūkohu	Te whare akoranga ō Poitūkohu	$4,000.00
084	Te Pohue & Districts Community Charitable Trust	Outside sunshade area	$3,084.10
086	Community Wellness Hawke’s Bay	Happy Healthy Me Programme for Disability	$1,280.00
090	New Zealand Sport Fishing Council Incorporated Society	Kai Ika Project – Hawke’s Bay	$5,000.00
091	The New Zealand Choral Federation	Kids’ Sing Festival - East Coast	$3,250.00
		TOTAL GRANTED	$185,000.00

The following 28 applications have been declined as other applications were considered to better meet the criteria of the fund
003	Epilepsy Association of NZ	Epilepsy Support Services	$0.00
006	Radio Hawke’s Bay	Community Connected	$0.00
007	Girl Guides Assn of NZ Inc	Empowering Girls in Hastings	$0.00
009	Life Education Trust Hawke’s Bay	Managing big emotions	$0.00
013	Mobility Assistance Dogs Trust	Client Support	$0.00
017	ICHC – HB Hospital Chaplaincy	Maintenance of Hospital Chaplaincy Service	$0.00
021	Guardians of Tutira and Districts Inc	Shine Falls Carpark Restoration Project	$0.00
022	Hawke’s Bay Cook Island Community Centre	HBCICC Painting and Wall	$0.00
023	Te Kaha Rangatahi Charitable Trust	Kaha o Rangatahi	$0.00
028	Hastings Girls’ High School	Fiafia Night	$0.00
030	Momentum Charitable Trust	Life and financial Skills	$0.00
038	Got Drive Community Trust	Driver Education and Training programme	$0.00
041	Te Whakaritorito Trust	Care for staff, coaches and volunteers	$0.00
047	Basketball Hawke’s Bay	Basketball Hawke’s Bay Primary/Intermediate	$0.00
051	House of Science Hawke’s Bay	Wellbeing of children	$0.00
052	Kids Can Charitable Trust	Alleviating Child Poverty	$0.00
056	Hawke’s Bay Youth Trust	Boxing & Active Communities Classes	$0.00
059	Local Spiritual Assembly of the Baha’is of Hastings	Junior Youth Empowerment Programme	$0.00
061	Aphasia New Zealand Charitable Trust	Community Aphasia Advisor Support Service	$0.00
065	Big Brothers Big Sisters Hawke’s Bay	Volunteer mentor recruitment campaign	$0.00
066	Hawke's Bay Digital Archives Trust	Volunteer co-ordinator	$0.00
071	Lift Social Enterprise	Leap - “Take a leap of faith” 2	$0.00
074	Otan Kiribati Hawke’s Bay Community	Otan Kiribati Community Week	$0.00
075	Foto Iwi Charitable Trust	Foto Iwi Youth Programme	$0.00
077	Hawke’s Bay Junior Polyfest Trust Board	Hawke’s Bay Junior Polyfest	$0.00
085	Presbyterian Support East Coast	Defibrillator for Middle Road	$0.00
087	Buzy Bee Trust	Ranges Leadership and Life Skills	$0.00
088	Age Concern Hawke's Bay	Community Support	$0.00

The following Two applications had been Withdrawn by the applicants prior to the meeting (due to non-legal entity status)
080	Folaunga I Siona Fou (FSF)	Threads of Tuvalu	$0.00
089	Tuvalu Community Hawke’s Bay Association	Tuvalu Day	$0.00

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.

CARRIED

The meeting closed at 2.28pm

Confirmed:

Chairman:

Date: