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 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.

Wednesday, 19 June 2024

· 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:

Kevin Carter, Community Grants and Partnerships Advisor

Emma Morgan, Community Strategies Manager

Te Take:

Subject:

Single-year Community Grants 2024-2025

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 2024 round of grant allocations from the Single-year Community Grant Scheme.

1.2 There are 45 eligible applications for the Subcommittee to assess with a total request of $629,486.61.

1.3 There is a $126,000 Single-year Community Grant funding allocation identified in the draft Council 2024-2034 Long Term Plan. Any Subcommittee resolutions regarding the allocation of funding will be subject to the adoption of the 2024 – 2034 Long Term Plan (which is anticipated in June 2024).

1.4 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 delivering the needs of the community.

2.0 Recommendations - Ngā Tūtohunga

A) That the Civic Development Subcommittee receive the report titled Single-year Community Grants 2024-2025, dated 19 June 2024.

B) That the Subcommittee reviews the applications to the 2024 Single-year Community Grants funding round; and

C) That the Subcommittee (subject to the Council adoption of the 2024- 2034 Long Term Plan which accounts for these funding allocations) allocates the 2024 budget allocation of $126,000.00 to those applications which it considers will best assist Council to achieve its desired community outcomes.

D) That the Subcommittee (subject to the Council adoption of the 2024- 2034 Long Term Plan which sets the future funding allocations) agrees to reduce the funding cap from $20,000 to $15,000 for future applications to the Single Year Community Grants scheme from 2025.

3.0 Background – Te Horopaki

3.1 The annual Single-year Community Grants round invites local community groups and organisations to apply to Council for an opportunity to work together to meet the current and future needs of our community.

3.2 Applications are invited from organisations delivering projects or services that address the following needs:

· Uplifting our community’s 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.

3.3 Successful organisations are provided with a funding agreement and if required, assigned a Council officer (relationship manager) to work with them to achieve agreed outcomes for the grant awarded.

3.4 Grants are for one year only and available from 1 July 2024.

3.5 Applications opened on 25 March 2024 and closed on 26 April 2024.

3.6 There were originally 61 applications for this year’s annual contestable funding round. 16 applications submitted to the Single-year Community Grants Scheme met the criteria for the Hastings Mayoral Relief Fund and have been funded from that fund, leaving the Civic Development Subcommittee with 45 applications to assess.

3.7 Each application has been reviewed by relevant Council officers prior to this meeting to assist the Subcommittee in making allocations. All applications are eligible and fit within the scope of the grant.

3.8 The Subcommittee members have been supplied with the 45 confidential applications for review, a summary of applications is set out in the table under Paragraph 4.4.

3.9 As with previous years, all applicants have been given the opportunity to present to the Subcommittee. 33 applicants will present to the Subcommittee on 19 June 2024. The Subcommittee will then undertake its deliberations and finalise allocations.

A speaking list is attached as Attachment 2

3.10 The total of request from the 45 Single-year Community Grants is $629,486.61. The Single-year Community Grants budget for 2024/2025 is $126,000.00. This means that the budget allocation is oversubscribed by $503,486.61.

3.11 The Single-year Community Grants budget is part of the overall Community Contestable Grants budget. This year’s Community Contestable Grants budget is ten percent lower than previous years, as per the Draft Long Term Plan 2024 – 2034.

3.12 The full applications are confidential and are contained in a confidential attachment document (Attachment 1).

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

3.14 The Subcommittee has also allocated 25 Multi-year Community Partnership Grants out of the Community Contestable Grants budget, these three-year funding agreements also start 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
	Total	$ 755,388.00

4.0 Discussion – Te Matapakitanga

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

4.2 Evidence of planning and budgets are required as part of the applications. Organisations are able to apply for up to $20,000 per year, staff are recommending that this be reduced for $15,000 for future funding years.

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

· Uplifting our community’s 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.

4.4 45 applications have been received. The Subcommittee members have been supplied with the full applications via the Smarty Grants online platform, a summary of the applications is set out below. A speaking list is attached as Attachment 2:

	App No	Organisation Name	Project Title	Requested
1	SYCG00128	Te Kaha Rangatahi Charitable Trust	Kaha o Rangatahi	$20,000.00
2	SYCG00129	Maca Sports Leadership Charitable Trust	Ignite Drive	$5,000.00
3	SYCG00131	Mobility Assistance Dogs Trust	Supporting Physically disabled	$5,000.00
4	SYCG00132	Flaxmere College	Te Vaka Māia Programme	$4,800.00
5	SYCG00133	Ko Wai Tou Ingoa Hauora Charitable Trust	Rangatahi Kia Piki Te Ora - Kāhui Pakeke Kia Piki Te Ora	$19,942.18
6	SYCG00134	Lotus Becoming Ltd	Transforming You On-line Course	$19,516.00
7	SYCG00136	Birchleigh Polo School Program	Flaxmere Collage Youth Polo School	$7,000.00
8	SYCG00138	Friends of Hastings District Libraries	StoryWalk® in Frimley Park	$20,000.00
9	SYCG00139	Bhartiya Samaj Lower North Island Trust	A Journey to Community Wellbeing	$20,000.00
10	SYCG00142	The Foundation for Deaf & Hard of Hearing	HearX Hearing Screening/Make Listening Safe & Retirement Village Outreach Programmes	$19,026.00
11	SYCG00144	Pango Me Whero	Pango Me Whero - 10year anniversary netball tournament	$8,100.00
12	SYCG00145	CCS Disability Action Tairawhiti & HB	Disability Support	$2,500.00
13	SYCG00146	Got Drive Community Trust	Driver Education and Training programmes	$20,000.00
14	SYCG00147	Disability Sport and Recreation HB	Providing sporting opportunities to disabled people	$10,000.00
15	SYCG00148	YMCA Hawkes Bay	Youth Projects	$20,000.00
16	SYCG00149	Hawke’s Bay Youth Trust	Storage Solutions	$18,860.00
17	SYCG00150	Basketball Hawke’s Bay	Community Basketball Competitions	$19,000.00
18	SYCG00153	Waimarama Surf Lifesaving Club Inc	Surf Lifeguard Training Skills	$14,000.00
19	SYCG00155	Maia Dreams Charitable Trust	Confident Me Online Program	$9,650.00
20	SYCG00157	Elevation Centre	O LAU AGANUU O LOU TOFI – Your Culture is your Heritage	$19,962.98
21	SYCG00158	HB Community Fitness Centre Trust	Flaxmere Sport & Life Academy	$15,000.00
22	SYCG00159	Momentum Charitable Trust	Life and financial skills for people soon to be released from prison.	$8,952.00
23	SYCG00160	Inspire in Education Limited	Manaaki Māori: Enhancing Transitions in Schools in Hastings	$10,000.00
24	SYCG00161	Te Tai Timu Trust	Maara Kai, Healthy Garden - Healthy Mind	$10,000.00
25	SYCG00166	Eastern Screen Alliance	Building the Creative Community of Te Matau-a-Maui	$20,000.00
26	SYCG00167	Aphasia New Zealand Charitable Trust	Community Aphasia Advisor Service Hawkes Bay	$5,000.00
27	SYCG00170	The Raukatauri Music Therapy Trust	Raukatauri Music Therapy Trust Hawke's Bay Regional Centre	$18,314.00
28	SYCG00172	Babystart Charitable Trust	Boxes for Hawke's Bay Babies	$8,856.00
29	SYCG00174	Hawke's Bay Digital Archives Trust	Knowledge Bank	$20,000.00
30	SYCG00175	Family Works Hawke's Bay - PSEC	Te Haerenga Hou	$11,400.00
31	SYCG00176	HB Community Fitness Centre Trust	Education Outside The Classroom - Poipoia te Kākano	$15,000.00
32	SYCG00177	Adaptive Whakauru Tahi Charitable Trust	Adaptive Communities	$20,000.00
33	SYCG00178	Brain Injury Association HB	My Life on Canvas	$20,000.00
34	SYCG00180	Age Concern Hawke's Bay Inc.	Positive Ageing	$18,607.45
35	SYCG00181	Lift Social Enterprise Limited	Leap - “Take a leap of faith”	$20,000.00
36	SYCG00182	He Rangatahi Pounamu	He Rangatahi Pounamu	$20,000.00
37	SYCG00183	Awhi Charitable Trust	Awhi Programme 24-15	$20,000.00
38	SYCG00184	Foto Iwi Charitable Trust	Foto iwi Youth Media Programmes	$8,200.00
39	SYCG00185	Hawke’s Bay BMX Club Incorporated	Whakapari Wahine BMX - Nurturing Girls On Wheels	$14,000.00
40	SYCG00186	Weston Incorporated	Whakamana te oranga o te iwi rangatahi - enhancing the wellbeing of disadvantaged young people	$12,000.00
41	SYCG00187	Wellness Riders Ltd	Rangatahi Empowerment, Leadership & Well-being Programme	$10,600.00
42	SYCG00188	Tapa Wha Charitable Trust	Camberley Fitness 2024	$11,200.00
43	SYCG00190	InsideOUT Kōaro	Te Matau-a-Māui / Hawkes Bay School Coordinator	$10,000.00
44	SYCG00191	Hastings Open Air Roller Skating Club	Active living and wellbeing	$5,000.00
45	SYCG00194	HB Lead Kahungunu Poitukohu	Kahungunu poitukohu	$15,000.00
	Total Request			$629,486.61
	Available			$126,000.00
	Difference			-503,486.61

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 2024 contestable funding round, considers the officer comments and applicant presentations against the criteria and allocates the whole of the grant funding within the 2024 budget allocation of $126,000.00.

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

The Civic Development Subcommittee reviews the applications for the 2024 contestable funding round, considers the officer comments and applicant presentations against the criteria, and does not allocate the whole of the grant funding within the 2024 budget allocation of $126,000.00.

6.0 Next steps – Te Anga Whakamua

6.1 Successful organisations are provided with a Funding Agreement and, if required assigned a Council officer (relationship manager) to work with them to achieve agreed outcomes for the grant awarded.

6.2 Grants are for one year only and available from 1 July 2024, subject to adoption of the Long Term Plan 2024-2034.

Attachments:

SYCG Applications 2024

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

CG-17-14-00270

2 ⇩

SYCG Speaking List 2024

CG-17-14-00271

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

Sustainability - Te Toitūtanga

Financial considerations - Ngā Whakaarohanga Ahumoni

The funding envelope is in line with the 2024 draft 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

No consultation as this is an open process.

Risks

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

Te Rā Hui: Meeting date:	Wednesday, 19 June 2024
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

1.0	Apologies – Ngā Whakapāhatanga An apology from Councillor Harvey has 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 The minutes of the Civic Development Subcommittee meetings held Wednesday, 29 May and Tuesday, 4 June 2024 have not yet been completed.
4.0	Single-year Community Grants 2024-2025 Attachment 1 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	Minor Items – Ngā Take Iti
6.0	Urgent Items – Ngā Take Whakahihiri

Item 4 Single-year Community Grants 2024-2025
SYCG Speaking List 2024	Attachment 2