Notice is hereby given that a Meeting of the Community and Policy Committee will be held on:

 

Date:

Time:

Meeting Room:

Venue:

Wednesday, 8 May 2019

1pm

Council Chamber
15 Forth Street, Invercargill

 

Community and Policy Committee Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Julie Keast

 

 

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

Nick Perham

 

 

IN ATTENDANCE

 

Group Manager - Community and Futures

Rex Capil

Committee Advisor

Alyson Hamilton

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


Terms of Reference – Community and Policy Committee

 

The Community and Policy Committee is responsible for:

·                 Assessing and providing advice to Council on:

-      Key strategic issues affecting the District and Council;

-      Community development issues affecting the District and Council;

-      The service needs of the District’s communities and how these needs might best be met;

-      Resource allocation and prioritisation processes and decisions.

·                 Developing and recommending strategies, plans and policies to the Council that advance the Council’s vision and goals, and comply with the purpose of the Local Government Act.

·                 Monitoring the implementation and effectiveness of strategies, plans and policies.

·                 Developing and approving submissions to government, local authorities and other organisations.

·                 Advocating Council’s position on particular policy issues to other organisations, as appropriate.

·                 Considering recommendations from Council’s Subcommittees and make decisions where it has authority from Council to do so, or recommendations to Council where a Council decision is required.

 

The Community and Policy Committee is also responsible for community partnerships and engagement.  This includes:

·                 Monitoring the progress, implementation and effectiveness work undertaken by Venture Southland in line with the Venture Southland Heads of Agreement and specific Service Level Agreement between Southland District Council and Venture Southland.

·                 Allocations of grants, loans, scholarships and bursaries in accordance with Southland District Council policy. 

·                 International relations. 

·                 Developing and overseeing the implementation of Council’s community engagement and consultation policies and processes. 

 

The Community and Policy Committee shall have the following delegated powers and be accountable to Council for the exercising of these powers:

 

(a)            Approving all submissions made by Southland District Council to other councils, central government and other bodies.

 

(b)           To approve scholarships, bursaries, grants and loans within Council policy and annual budgets. 

 

(c)            Monitor the performance of Venture Southland in the delivery against its Business Plan and Council’s letter of expectation. 

 

The Community and Policy Committee has authority to consider and make recommendations to Council regarding strategies, policies and plans.


Community and Policy Committee

08 May 2019

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                6

2             Leave of absence                                                                                                                                                6

3             Conflict of Interest                                                                                                                                             6

4             Public Forum                                                                                                                                                         6

5             Extraordinary/Urgent Items                                                                                                                        6

6             Confirmation of Minutes                                                                                                                               6

Reports for Resolution

7.1         Southland District Council Sport NZ Rural Travel Fund Financial Report to 31 March 2019 and Application Summary                                                                                                                          13

7.2         Southland District Council District Heritage Fund Financial Report to 31 March 2019 and Application Summary                                                                                                                                   21

7.3         Southland District Council Community Initiatives Fund Financial Report to 31 March 2019 and Application Summary                                                                                                              27

Reports for Recommendation

8.1         Funding Request - Financial and Reserves Contribution Fund                                           41

Reports

9.1         Customer Satisfaction Survey Report August 2018 - March 2019                                      75

   


 

1             Apologies

 

At the close of the agenda no apologies had been received.

 

2             Leave of absence

 

At the close of the agenda no requests for leave of absence had been received.

 

3             Conflict of Interest

 

Committee Members are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a member and any private or other external interest they might have.

 

4             Public Forum

Notification to speak is required by 5pm at least two days before the meeting. Further information is available on www.southlanddc.govt.nz or phoning 0800 732 732.

 

5             Extraordinary/Urgent Items

To consider, and if thought fit, to pass a resolution to permit the committee to consider any further items which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded.

Such resolution is required to be made pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, and the Chairperson must advise:

(i)            the reason why the item was not on the Agenda, and

(ii)          the reason why the discussion of this item cannot be delayed until a subsequent meeting.

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a)           that item may be discussed at that meeting if-

(i)            that item is a minor matter relating to the general business of the local authority; and

(ii)           the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b)          no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

 

6             Confirmation of Minutes

6.1             Meeting minutes of Community and Policy Committee, 09 April 2019


 

Community and Policy Committee

 

OPEN MINUTES

 

 

Minutes of a meeting of Community and Policy Committee held in the Council Chamber, 15 Forth Street, Invercargill on Tuesday, 9 April 2019 at 9am.

 

present

 

Chairperson

Julie Keast

 

 

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

John Douglas

9.20am - 10am.

 

Paul Duffy

9.07am - 10am.

 

Bruce Ford

 

 

Darren Frazer

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

Nick Perham

 

 

APOLOGIES

 

Councillor George Harpur

 

Councillor Duffy

lateness

Councillor Douglas

lateness

 

IN ATTENDANCE

 

Chief Executive

Steve Ruru

Group Manager, Community and Futures

Rex Capil

Group Manager, Environmental Services

Bruce Halligan

Group Manager, Services and Assets

Matt Russell

Group Manager, Customer Delivery

Trudie Hurst

Governance and Democracy Manager

Clare Sullivan

Publications Specialist

Chris Chilton

Committee Advisor

Alyson Hamilton

1             Apologies

 

There was an apology from Councillor Harpur and apologies for lateness were received from Councillors Duffy and Douglas.

 

Moved Mayor Tong, seconded Cr Duffy and resolved:

That the Community and Policy Committee accept the apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Cr Kremer, seconded Cr Frazer  and resolved:

That the minutes of Community and Policy Committee meeting held on 13 February 2019 be confirmed as a true and correct record of that meeting.

 

Reports for Recommendation

 

 

8.2

Funding and provision of high performance programmes by Regional Sports Organisations

Record No: R/19/2/3621

 

Community Partnership Leader, Kelly Tagg was in attendance for this item.

 

Mrs Tagg advised the purpose of the report is to provide a follow-up to questions raised by the Community and Policy Committee around funding of high performance sports programmes in Southland by Regional Sports Organisations.

(Councillor Duffy joined the meeting at 9.07am.)

 

 

Resolution

Moved Cr Kremer, seconded Cr Baird  recommendation a to c, and d with changes as indicated (with underline)and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Funding and provision of high performance sports programmes by Regional Sports Organisations” dated 1 April 2019.

 

b)           Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Recommends that the Mayor and relevant staff meet with representatives from ILT, ILT Foundation and Mataura Licensing Trust in order to better understand the constraints that are placed on their available pools of funding. 

 

 

 

8.3

2019 Southland District Council Scholarship Recipients

Record No: R/19/3/5059

 

Venture Southland, Administration Manager -  Bronwyn Affleck was in attendance for this item.

1          Mrs Affleck advised the purpose of the report is to seek approval from the Community and Policy Committee of the Southland District Council scholarship recipients for 2019.

 

 

 

Resolution

Moved Cr Perham, seconded Cr Macpherson  and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “2019 Southland District Council Scholarship Recipients” dated 25 March 2019.

 

b)           Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Approves the 2019 Southland District Council scholarship recipients as follows:

·        Centennial Bursary ($2,000 each recipient):

o   Alex Dykes

o   Helene O’Neill

 

·        Valmai Robertson Arts Scholarship ($2,500 contestable):

o   Jordis Cowan $200

o   Lucy Watson $500

o   Bella Robert $1,800

 

·        Additional Bursary ($2,000):

o   Cameron Smith

 

·        ‘Eric Hawkes Memorial’ Employee Outward Bound Scholarship:

o   Scott Dickson.

 

 

7.1

Draft TAB (Board) and Gambling Venue Policies

Record No: R/19/3/5124

 

Group Manager, Bruce Halligan, Strategy and Policy Manager - Michelle Stevenson and Policy Analyst - Robyn Rout were in attendance for this item.

1.         The purpose of this report is to:

§  seek feedback from the Community and Policy Committee on the draft Board Venue and Gambling Venue policies

 

§  seek the Community and Policy Committee to recommend to Council that it endorse the draft policies for public consultation.

(Councillor Douglas joined the meeting at 9.20am.)

 

The Meeting queried revenue received from Gambling machines in townships within the Southland District.    The Group Manager to forward the information to the Committee via email.

 

 

 

 

Resolution

Moved Cr Macpherson, seconded Cr Perham  and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Draft TAB (Board) and Gambling Venue Policies” dated 27 March 2019.

b)           Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Considers and provides feedback on the draft Board (TAB) Venue and Gambling Venue policies.

 

e)            Recommends to Council that it endorses the draft TAB (Board) Venue and Gambling Venue Policies for public consultation.

 

Reports

 

 

8.1

Mega trends, disruptors and technological change

Record No: R/19/2/3342

 

Group Manager Community and Futures, Rex Capil was in attendance for this item.

Mr Capil advised the purpose of this report is to provide the Community and Policy Committee with an overview of the various mega trends, disruptors and technological change issues and opportunities on the horizon.

The Meeting noted this desktop review of recent findings and research papers is part of the work underway to develop an aligned approach with other topics for the community futures research and analysis work programme, which will be used to inform the Long Term Plan 2031 project.

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Kremer  and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Mega trends, disruptors and technological change” dated 1 April 2019.

 

b)           Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Notes the diversity and scope of mega trends, disruptors and technological change identified from a global, national and local perspective.

 

e)            Acknowledges the importance for Council to maintain a ‘watching brief’ and monitoring role on this topic.

 

f)             Endorses the need for long term planning assumptions and approaches to be cognisant of this topic and be reflected in a realistic and appropriate way when considering future strategy, policy and planning preparation – especially with regard to levels of service requirements, infrastructure considerations and financial considerations over the short, medium and long term.

 

g)           Consider the discussion document content in the context of the BERL community futures work specific to the Southland District – identifying and prioritising important themes for the district being:

 

-     Labour market and labour supply pressures

-     Workforce skills and retraining

-     Population demographics – age, diversity, ethnicity

-     Globalisation and the information age

-     Primary sector considerations re agri tech and agri business

-     Tourism and sustainability

-     Environmental considerations

 

h)           Consider the discussion document content in the context of the Southland Regional Development Agency areas of focus and associated regional priorities in relation to the Southland District and associated sector, industry and business requirements and trends.

 

i)             Supports a series of workshops to be scheduled which will provide Council the opportunity to discuss topics in greater depth and determine some direction setting going forward. These workshops will reference back to the “Future of the Future” document attached and also a recently published book titled “The Big Questions: What is New Zealand’s Future?”

 

 

 

 

The meeting concluded at 10am.                          CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Community and Policy Committee HELD ON TUESDAY, 9 APRIL 2019.

 

 

 

DATE:............................................................................................

 

 

 

CHAIRPERSON:........................................................................

 


Community and Policy Committee

8 May 2019

 

Southland District Council Sport NZ Rural Travel Fund Financial Report to 31 March 2019 and Application Summary

Record No:             R/19/4/7353

Author:                      Bronwyn Affleck, Administration Manager

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

Purpose

1        The Southland District Council administers funding on behalf of Sport NZ Rural Travel Fund.  The purpose of this fund is to assist with transport expenses associated with participating in regular local competitions.  Sports clubs and school based clubs with young people aged between 5-19 years are eligible to apply.

Executive Summary

2        The Sport NZ Rural Travel Fund financial report to 31 March 2019 and a summary of applications received for consideration in the funding round closing 31 March 2019, including recommendations, are contained in the report for review and approval.

3        Eleven applications have been received for the current funding round. Funding available for distribution is $9,421 with the total of recommendations being $8,750.


 

4    Sport NZ rural travel fund - financial report to 31 March 2019

 

 


 

5        Sport NZ rural travel fund application summaries

Funding available $9,421

Total of recommendations $8,750

 

1

Aparima College Clay Target Team

 

Request assistance towards travel costs associated with participating in regular local competition.

       Kms = 1,600

Recommendation as per travel formula

$500

 

2

Fiordland Athletic Club

 

Request assistance towards travel costs associated with participating in regular local competition.

         Kms = 2,500

Recommendation as per travel formula

$500

 

3

Fiordland College – Volleyball, Football, Hockey

 

Request assistance towards travel costs associated with participating in regular local competition.

         Kms = 9,600

Recommendation as per travel formula

$1000

 

4

Fiordland Hockey Club

 

Request assistance towards travel costs associated with participating in regular local competition.

        Kms = 12,800

Recommendation as per travel formula

$1,000

 

5

Netball Fiordland Club Inc

 

Request assistance towards travel costs associated with participating in regular local competition.

        Kms = 3,570

Recommendation as per travel formula

$750

 

6

Northern Southland College

 

Request assistance towards travel costs associated with participating in regular local competition.

        Kms = 6,345

Recommendation as per travel formula

$1,000

 


7

Otara Pony Club

 

Request assistance towards travel costs associated with participating in regular local competition.

        Kms = 7,000

Recommendation as per travel formula

$1,000

8

Riverton Athletics Club

 

Request assistance towards travel costs associated with participating in regular local competition.

        Kms = 800

Recommendation as per travel formula

$250

 

9

Te Anau Rugby Club

 

Request assistance towards travel costs associated with participating in regular local competition.

        Kms = 5,000+

Recommendation as per travel formula

$1,000

 

10

Tokanui Netball Club

 

Request assistance towards travel costs associated with participating in regular local competition.

        Kms = 4,416

Recommendation as per travel formula

$750

 

11

Winton Football Club Inc

 

Request assistance towards travel costs associated with participating in regular local competition.

        Kms = 7,000+

Recommendation as per travel formula

$1,000

 


 

 

Recommendation

That the Community and Policy Committee:

a)            Receives the report titled “Southland District Council Sport NZ Rural Travel Fund Financial Report to 31 March 2019 and Application Summary” dated 30 April 2019.

 

b)           Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Approve the allocation of funds for the Sport NZ rural travel fund as follows:

 

1

Aparima College Clay Target Team

$500

2

Fiordland Athletic Club

$500

3

Fiordland College

Volleyball, Football, Hockey

$1,000

4

Fiordland Hockey Club

$1,000

5

Netball Fiordland Club Inc

$750

6

Northern Southland College

$1,000

7

Otara Pony Club

$1,000

8

Riverton Athletics Club

$250

9

Te Anau Rugby Club

$1,000

10

Tokanui Netball Club

$750

11

Winton Football Club Inc

$1,000

 

 

 

 


 

Background

Southland District Council has administered the rural travel fund on behalf of Sport NZ since 2012.  The rural travel fund was launched by Sport NZ in response to concerns raised by Territorial Authorities about the lack of participation in sport by young people living in rural communities. 

Issues

7        The applicants have met the requirements of the fund.

8        There is a travel formula which has been applied to the applications.  The formula is calculated based on the number of kilometres travelled.

9        Any funds that are not distributed in this funding round are required to be returned to Sport NZ.

Factors to Consider

Legal and Statutory Requirements

10      The Sport NZ rural travel fund is administered in accordance with the Sport NZ/Southland District Council investment schedule, including terms and conditions, for 2018/2020.

Community Views

11      The Sport NZ rural travel fund subsidies are appreciated by sports and school based clubs within the District.

Costs and Funding

12      Grants and advertising costs are covered by the funding provided by Sport NZ.

Policy Implications

13      The process meets Sport NZ requirements.

Analysis

Options Considered

14      The options for consideration are to either award grants to the applicant groups to assist with costs associated with 5 – 19 year olds participating in regular local competition – or decline the applications.

Analysis of Options

Option 1 – Review and award grants to applicant groups

Advantages

Disadvantages

·        fulfil Southland District Council’s agreement to administer the Sport NZ rural travel fund on behalf of Sport NZ.

·        Southland District Council would not fulfil its obligation to administer the Sport NZ rural travel fund as per the investment schedule, including terms and conditions, for 2018/2020.

Option 2 – Not award grants to applicant groups

Advantages

Disadvantages

·        there are no advantages.

·        Southland District Council would not meet its obligation to Sport NZ as per the signed investment schedule and the remaining funding would be required to be returned to Sport NZ.

 

Assessment of Significance

15      Not considered to be significant.

Recommended Option

16      Option 1 – Review and award grants to applicant groups.

Next Steps

17      Advise applicants the outcome of their application and arrange for payment of grant.

 

Attachments

There are no attachments for this report. 

 


Community and Policy Committee

8 May 2019

 

Southland District Council District Heritage Fund Financial Report to 31 March 2019 and Application Summary

Record No:             R/19/4/7171

Author:                      Bronwyn Affleck, Administration Manager

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

Purpose

1        The purpose of the report is for the committee to consider applications from four organisations, seeking grants to assist with the day-to-day running of local museums, heritage centres or similar type organisations within the Southland District Council boundaries.

Executive Summary

2        Eligible museums, groups and organisations can apply to the District Heritage Fund, once a year, for assistance with operational costs.

3        Four applications have been received for the current funding round these being:

1)   Central Southland Vintage Machinery Club

2)   Fiordland Vintage Machinery Museum Inc

3)   Otautau Museum Trust

4)   Rakiura Trust

4        Funding available for distribution is $31,791 with the recommended amount for distribution being $24,400.


 

5        District Heritage Fund - Financial Report to 31 March 2019


6        District Heritage Fund Application Summaries

Funding Available $31,791

Total of Recommendation $24,400

 

1

Central Southland Vintage Machinery Club

 

Request assistance towards operational costs including:  power, insurance, rates, stationery and postage, audit and bank fees.

 

Total Project Cost         $10,400

 

 

 

Amount Requested        $6,000

Recommendation

$5,700

 

2

Fiordland Vintage Machinery Museum Inc

 

Request assistance towards operational costs including: 

 

Total Project Cost         $11,025

 

 

 

Amount Requested        $7,000

Recommendation

$6,000

 

3

Otautau Museum Trust

 

 

Request assistance towards operational costs including: internet costs, power, office, equipment and stationery.

 

Total Project Cost         $5,265

 

 

 

Amount Requested        $3,249

Recommendation

$2,900

 

4

Rakiura Heritage Trust

 

Request assistance towards operational costs including: administration costs, audit fees, insurance, electricity, accountancy fees, office and phone expenses.

 

Total Project Cost         $17,850

 

 

 

Amount Requested        $14,000

Recommendation

$9,800

 

 

 

 

 

Recommendation

That the Community and Policy Committee:

a)            Receives the report titled “Southland District Council District Heritage Fund Financial Report to 31 March 2019 and Application Summary” dated 30 April 2019.

 

b)           Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Approve the allocation of funds for the District Heritage Fund as follows:

 

1

Central Southland Vintage Machinery Club

$5,700

2

Fiordland Vintage Machinery Museum Inc

$6,000

3

Otautau Museum Trust

$2,900

4

Rakiura Museum Trust

$9,800

 

 

 


 

Background

7        The District Heritage Fund was established in 2013 and collects approximately $60,000 per annum via the District Heritage Rate.

8        The Fund supports the operational costs of District museums, heritage groups and organisations.

Issues

9        The applicants have met the requirements of the fund.

10      Any funds that are not distributed in this funding round are retained in the District Heritage Fund reserves.

Factors to Consider

Legal and Statutory Requirements

11      Aligns with Southland District Council’s District Heritage Fund Policy.

Community Views

12      Established in 2013 the Fund is part of Council’s Annual Plan process.

Costs and Funding

13      Grants awarded are covered by the District Heritage rate collected annually.

Policy Implications

14      The process meets the current Southland District Council policy relating to the District Heritage Fund.

Analysis

Options Considered

15      The option for consideration is to either awards grants to the applicant groups to assist with operational costs – or decline the applications.

Analysis of Options

Option 1 – Review and award grants to applicant groups

Advantages

Disadvantages

·        Fulfil Southland District Council’s commitment to offer and award grants to museums and heritage groups and organisations to assist with operational costs.

·        Southland District Council would not fulfil its commitment of offer and award grants to District museums and heritage groups and organisations to assist with operational costs.

 


 

Option 2 – Not award grants to applicant groups

Advantages

Disadvantages

·        There is more monies in the District Heritage Fund.

·      Museums and heritage groups and organisations struggle to cover operational costs.

 

Assessment of Significance

16      Not considered to be significant.

Recommended Option

17      Option 1 – review and award grants to applicant groups.

Next Steps

18      Advise applicants the outcome of their application and arrange for payment of grant.

 

Attachments

There are no attachments for this report. 

 


Community and Policy Committee

8 May 2019

 

Southland District Council Community Initiatives Fund Financial Report to 31 March 2019 and Application Summary

Record No:             R/19/4/7364

Author:                      Bronwyn Affleck, Administration Manager

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

Purpose

1        The purpose of the report is for the committee to consider the 24 applications received, seeking grants for a variety of projects.

Executive Summary

2        The Southland District Council Community Initiatives Fund Financial Report to 31 March 2019 and a summary of applications received for consideration in the funding round closing 31 March 2019, including recommendations, are contained in the report for review and approval.

3        The Southland District Council Community Initiatives Fund is available to eligible groups and organisations to assist with a broad range of projects and initiatives.

4        24 applications have been received for the current funding round. Funding available for distribution is $69,743.


 

5    Community Initiatives Fund Financial Report to 31 March 2019

6   

         


 

4        Community Initiatives Fund application summaries

Funding available $69,743

Total of recommendations $56,600

 

1

Balfour Home + School Assn

 

Request assistance towards costs associated with re-lining and painting the community swimming pool, painting and changing rooms and exterior of facility.

The pool is used by Balfour School every day in summer terms.  The playcentre group use the pool regularly during December, January and February.  Cubs and Scouts and Plunket groups also utilise the pool and it is open to the general public outside of school hours.

 

Total project cost $11,500

 

 

 

Amount requested         $3,000

Recommendation

$3,000

 

2

Balfour Playcentre

 

Request assistance towards costs associated with extending the existing steps to the raised sandpit.  This would make the sandpit edge safer and more easily accessible for the children who are aged between 0 – 5 years.

 

Total project cost $3,278

 

 

 

Amount requested         $1,250

Recommendation

$1,250

         

3

Dipton Community Baths Trust

 

Request assistance towards costs associated with replacing the sand, spider gaskets and seals in the pool filters and replacing the old galvanised line under the concrete that fills the pool.

The pool is utilised by school pupils – 60 students, Dipton playgroup – 26 children, key holders – 36 families and is open for all social events held at the school during summer.

 

Total project cost $4,313

 

 

 

Amount requested         $1,500

Recommendation

$1,500

 

4

Eastern Southland Hockey Assn – 727 members – 149 reside in SDC area =  20%

 

Request assistance towards costs associated with redeveloping the Eastern Southland Hockey Assn facilities, providing a two story pavilion with changing rooms, showers, toilets and a storage area.

Due to the increase of players and spectators viewing from the sideline means people in the pavilion cannot see the turf. Spectators vary in age and it is important to provide a warm and dry place with good visibility of the turf. The new facility would incorporate office space for administration, referees and tournament administrators.

During winter the turf is utilised 7 days a week:

Monday night year 5-6 play hockey.

Tuesday – Thursday practices, training, coaching of coaches.

Friday night – Year 1 -4 players and Division 1 Men and Women Comp.

Saturday – Division 2 games

Sunday – Division 3 and 4 games.

 

Total project cost $650,000

 

 

 

Amount requested         $10,000

Recommendation

 

 

Committee to discuss

 

 

 

5

Edendale Rugby Club

 

Request assistance towards costs associated with the installation of double glazed doors onto the decking area, allowing safer indoor/outdoor flow and an extra space for functions.

 

Total project cost $8,858

 

 

 

Amount requested         $2,500

Recommendation

$2,500

 

6

Scout Assn of NZ – Edendale Group

 

Request assistance towards costs associated with upgrading the Edendale Scout Hall facility including:

Upgrading the hot water system, electrical wiring, kitchen including replacing the windows, wheelchair access ramp at entrance and fire exit and creating a wheelchair accessible toilet.

Upgraded facilities will make the hall more user friendly for our Scouts and the wider community.

The Edendale Scout Group uses the facility 3 times a week, plus for a monthly meeting.  The facility is available to the public for hire.

 

Total project cost $41,177

 

 

 

Amount requested         $5,000

Recommendation

 

 

Committee to consider - in conjunction with the Financial and Reserve Contribution Fund application

 

7

Lumsden Heritage Trust

 

Request assistance towards costs associated with the removal from the Oreti River bank of two 1885 steam locomotives and tenders.

Heavy earth moving equipment and lifting gear will be used to remove these rear heritage items.

Once removed and transported to Lumsden Railway Station they will be set as a static display and restored.

 

Total Project cost $157,248

 

 

 

Amount requested         $5,000

Recommendation

$5,000

 


 

8

Lumsden Playcentre

 

Request assistance towards costs associated with developing a running water play feature with natural plantings, rocks and a self-draining pool.

The Playcentre is focussed on increasing the number of natural resources and decreasing the number of ‘plastic-fantastic’ items.

 

Total project cost $6,387

 

 

 

Amount requested         $3,000

Recommendation

$1,500

 

9

Northern Southland Community Resource Centre Charitable Trust

 

Request assistance towards costs associated with the continuation of community programmes including: community garden projects, Menzshed, youth programmes, seniors programmes, the cycle and celebrate annual event and hosting guest speakers.  Funding is also requested to ensure the community coordinator receives the appropriate training to assist in meeting the community’s needs.

(Programmes $6,670  - Training $1,974)

 

Total project cost $8,644

 

 

 

Amount requested         $3,612

Recommendation

$3,000

 

10

Ohai Nightcaps Lions Club Inc

 

Request assistance towards costs associated with the repair and display of a historic Duncan 4 wheel wagon in Nightcaps.

The wagon was donated to the Nightcaps Jubilee Committee approximately 40 years ago, by a local farmer, for use in the celebrations.  Following the Jubilee the wagon was keep in storage and a local family has recently given their authority for the Ohai Nightcaps Lions Club to keep and display the wagon within the community.

The wagon will be displayed, and include an interpretation panel, on the main road at the entrance to Nightcaps.

 

Total project cost $18,285

 

 

 

Amount requested         $1,500

Recommendation

$1,500 

 

11

Parenting Place Charitable Trust – Attitude Youth Division

 

Request assistance towards costs associated with presenting the programme to students within the SDC area.

(22 x presentations SDC high school/intermediate students)

Attitude’s objective is to encourage mental and emotional resilience and to help prevent youth suicide, teen pregnancy, drug and alcohol abuse and a low sense of worth.  The programme provides young people with a quality programme that challenges them to think by giving them information they need to make well-informed decisions about their future and behaviours.  Students are equipped with effective strategies to deal with the pressures they face as teenagers.

 

Total project cost $11,052

 

 

 

Amount requested         $3,000

Recommendation

$2,000

 

12

Rotary Club of Fiordland

 

Request assistance towards costs associated with creating a beachfront BBQ and shelter at the eastern end of the Te Anau township overlooking the most photographed shot of Lake Te Anau.

Also the installation of an information board at the beginning of the new Lake Te Anau to Lake Manapouri Cycle Trail, The board will provide essential information and maps, educational and safety material, as well as marking the trail’s starting point.

 

Total project cost $15,732

 

 

 

Amount requested         $2,000

Recommendation

$2,000

 

13

Stewart Island Rakiura Community Board

(a)

Request assistance towards costs associated with the installation of an outdoor power point facility which would be utilised for Gala Days, ANZAC Day and other community events.

The facility would enable audio and visual equipment options.

 

Total project cost $5,000

 

 

 

Amount requested         $5,000

Recommendation

$1,500

 

(b)

Request assistance towards costs associated with upgrading the tracks, improve signage (historical interpretation interactive panels) and building maintenance at Motorau Moana Gardens.

 

Total project cost $10,000

 

 

 

Amount requested         $10,000

Recommendation

$2,500

 

14

Stewart Island Winter Sports Club

 

Request assistance towards travel costs associated with adult supervisors and coaches required when the children are travelling to participate in sport on the mainland.

Island children are regularly involved (weekly in winter) in sporting activities in Invercargill and Queenstown. 

Invercargill activities include: soccer, mountain biking and rugby and Queenstown for mountain biking.  None of these activities are available on the Island and all required adult involvement if children are to participate.

The club assists with fundraising and all monies raised go towards supporting families and children to participate in sporting activities.

 

Total project cost $2,580

 

 

 

Amount requested         $1,000

Recommendation

$1,000

 


 

15

Southland Heritage + Building Preservation Trust

(a)

Request assistance towards costs associated with repairs to Sinclair’s Miners Cottage in Nightcaps including: replacing and painting some weatherboards and front window frames.

 

Total project cost $1,800

 

 

 

Amount requested         $1,500

Recommendation

$1,000

(b)

Request assistance towards costs associated with Stage 3 of KohiKohi Cottage including: interior painting, interior linings, skirtings and architraves, plumbing and final electrical fit off.

 

Total Project Cost         $108,477

 

 

 

Amount Requested        $10,000

Recommendation

$5,000

 

16

Tokanui Golf Club

 

Request assistance towards the purchase of a greens mower.

 

Total project cost $25,000

 

 

 

Amount requested         $5,000

Recommendation

$3,000

 

Subject to securing the balance of funding to enable the project to proceed

 

17

Tokanui Outdoor Bowls

 

Request assistance towards costs associated with the purchase and installation of a watering system. 

Greens are used five days a week throughout summer.

 

Total project cost $22,869

 

 

 

Amount requested         $8,000

Recommendation

$3,000

 

Subject to securing the balance of funding to enable the project to proceed

 

18

Waikawa Cemetery Trust

 

Request assistance towards the purchase of a ride-on lawn mower to maintain the Cemetery in a tidy manner.

 

Total project cost $6,000

 

 

 

Amount requested         $2,000

Recommendation

$2,000

 

19

Waikawa Museum

 

Request assistance towards costs associated with re-roofing the Waikawa church.

The Waikawa Museum are the custodians of the church.

The church is open to the public every day and is booked for weddings and used in conjunction with the Arts Festival.

 

Total project cost $19,015

 

 

 

Amount requested         $2,000

Recommendation

$2,000

 

Subject to securing the balance of funding to enable the project to proceed

 

20

Woodlands Swimming Pool & Recreational Trust

 

Request assistance towards costs associated with repairs and maintenance of the swimming pool. Including: the purchase and installation of a new sand filter, a chemflow water management system and health and safety signage.

The pool also requires re-cladding and a heating upgrade.

 

Total project cost $87,638

 

 

 

Amount requested         $7,638

Recommendation

$5,000

 

Subject to securing the balance of funding to enable the project to proceed

 

21

Wyndale Softball Club

 

Request assistance towards the purchase of t-ball equipment.

Since 2016 the number of children playing T-ball has increased from 48 to 96. 

Teams include primary school children from Edendale, Wyndham, Glenham and Tuturau and a few from Mataura and Te Tipua schools.

 

Total project cost $3,098

 

 

 

Amount requested         $1,550

Recommendation

$1,550

 

22

Seaward Downs Domain

 

Request assistance towards costs associated with disposing of the old school building situated on the domain grounds.

Exterior cladding will be removed and the building will be burnt with the assistance and attendance of the fire brigade.  Remaining debris will be removed and disposed of appropriately.

 

Total project cost $ Unknown

 

 

 

Amount requested         $2,000

Recommendation

up to $2,000

 

23

Otautau Golf Club

 

Request assistance towards the purchase of a mower to groom fairways.

 

Total project cost $5,000

 

 

 

Amount requested         $2,000

Recommendation

$2,000

 

 

 

 

 

24

Venture Southland - ILT Kidzone Festival - Bus Subsidy

 

Request assistance towards costs associated with providing a bus service to and from the 2019 ILT Kidzone Festival for residents within the SDC area at a subsidised rate of $2.00 per return ticket.

 

Total Project Cost         $303,855

 

 

 

Amount Requested        $1,800

Recommendation

$1,800

 

Recommendation

That the Community and Policy Committee:

a)            Receives the report titled “Southland District Council Community Initiatives Fund Financial Report to 31 March 2019 and Application Summary” dated 1 May 2019.

 

b)           Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Approve the allocation of funds for the Community Initiatives Fund as follows:

 

1

Balfour Home and School Association

$3,000

2

Balfour Playcentre

$1,250

3

Dipton Community Baths Trust

$1,500

4

Eastern Southland Hockey Association

Committee to discuss

5

Edendale Rugby Club

$2,500

6

Scout Association of New Zealand

Edendale Group

Committee to consider in conjunction with F&RCF application

7

Lumsden Heritage Trust

$5,000

8

Lumsden Playcentre

$1,500

9

Northern Southland Community Resource Centre Charitable Trust

$3,000

10

Ohai Nightcaps Lions Club Inc

$1,500

11

Parenting Place Charitable Trust

Attitude Youth Division

$2,000

12

Rotary Club of Fiordland

$2,000

13

Stewart Island/Rakiura Community Board

a) installation of outdoor power points

b) upgrading tracks.

 

 

 

$1,500

$2,500

 

 

14

Stewart Island Winter Sports Club

$1,000

15

Southland Heritage and Building Preservation Trust

a) Sinclair’s Miners Cottage

b) KohiKohi Cottage

 

 

$1,000

$5,000

16

Tokanui Golf Club

$3,000 subject to securing the balance of funding

17

Tokanui Outdoor Bowls

$3,000

subject to securing the balance of funding

18

Waikawa Cemetery Trust

$2,000

19

Waikawa Museum

$2,000

subject to securing the balance of funding

20

Woodlands Swimming Pool and Recreational Trust

$5,000

subject to securing the balance of funding

21

Wyndale Softball Club

$1,550

22

Seaward Downs Domain

Up to $2,000

23

Otautau Golf Club

 

2,000

24

Venture Southland – for ILT Kidzone Festival Bus Subsidy

1,800

 


 

Background

7        The Community Initiatives Fund supports:

×     the development of community facilities or amenities including: community centres/halls, war memorials, local reserves and picnic areas, playgrounds, walkways and tracks, sports fields, swimming pools, changing room facilities.

×     sport and recreational opportunities.

×     community programmes, activities or events.

×     assistance for other initiatives outside the above broad categories may be provided at the discretion of the committee.

8        The total amount of funds available for distribution per annum is $100,000.

Issues

9        The applicants have to meet the requirements of the Community Initiatives Fund.

Factors to Consider

Legal and Statutory Requirements

10      Aligns with Southland District Council’s Community Initiatives Fund Policy.

Community Views

11      The fund is part of Council’s Annual Plan process.

Costs and Funding

12      Grants awarded are covered by the funding allocated for distribution through the Community Initiatives Fund.

Policy Implications

13      The process meets the current Southland District Council policy relating to the Community Initiatives Fund.

Analysis

Options Considered

14      The option for consideration is to either review and award grants to the applicant groups to assist with various projects – or decline the applications.

Analysis of Options

Option 1 –

Advantages

Disadvantages

·        fulfil Southland District Council’s commitment to offer and award grants to groups and organisations to assist with various community projects and initiatives

•    Southland District Council would not fulfil its commitment to offer and award grants to eligible groups and organisations to assist with various community projects and initiatives.

 

Option 2 –

Advantages

Disadvantages

·        there is more monies in the Community Initiatives Fund

·        eligible groups and organisations may not secure the required funding to carry out their community projects and initiatives

 

Assessment of Significance

15      Not considered to be significant.

Recommended Option

16      Option 1 – review and award grants to applicant groups.

Next Steps

17      Advise applicants the outcome of their application and arrange payment of grants awarded.

 

Attachments

There are no attachments for this report. 

  


Community and Policy Committee

8 May 2019

 

Funding Request - Financial and Reserves Contribution Fund

Record No:             R/19/4/6707

Author:                      Tina Harvey, Community Development Planner

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

Purpose

1        The purpose of this report is to present information regarding a request for funding of upgrades to the Edendale Scout Hall submitted by the Edendale Scout Group.  The letter of request is included in attachment A.

2        Funding is being requested from the Financial and Reserves Contribution fund.  This fund is being reviewed as part of a wider review of community assistance and grant funding.

Executive Summary

3        The Edendale Scout Group wish to make application to the Financial and Reserves Contribution Fund for $20,000 to go towards upgrades to their Scout Hall. 

4        This grant is to be considered by the Community and Policy committee.  If the grant is agreed to by the committee, council will need to approve the unbudgeted expenditure.

5        The committee in making a decision needs to consider the relevant sections of the Southland District Plan 2001, under which the contributions were received, the resource consent conditions for the contribution being allocated and any further correspondence entered into with the contributor as part of the resource consent.

6        Additionally the committee may wish to add in additional resolutions to this report in reference to point five.


 

7       

 

Recommendation

That the Community and Policy Committee:

a)            Receives the report titled “Funding Request - Financial and Reserves Contribution Fund” dated 1 May 2019.

 

b)           Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Considers the request from the Edendale Scout Group and supports the funding application for the upgrade to the Edendale Scout Hall from the Financial and Reserves Contribution.

 

e)            Recommends to Council that it approve unbudgeted expenditure of $20,000 to the Edendale Scout Group for upgrades to the Edendale Scout Hall to be funded from the Financial and Reserve Contribution Fund.

 


 

Background

8        The Scout Hall, located at 43 Seaward Downs Road Edendale, was purchased by the Edendale Scout Group in 1972.  The Edendale Scout Group operates under the umbrella of the Scout Association of New Zealand with the title of the hall being held by this association.

9        Since 2017 the Edendale Scout Group has undertaken a variety of upgrades to their facility.  These upgrades have included the installation of two new heat pumps, replacement of the roof, painting the outside of the facility, upgrade of the storage area, purchase of a new oven, painting of the concrete floor in the kitchen and toilet area and hedge removal, to name a few. 

10      A large number of volunteer hours have gone into the renovations and upgrades to date.  Please refer to attached information for details of the Maintenance and Development Plan.

11      The Edendale Scout Group currently has 30 members.  The Hall is used at least three times a week for Scout related activities and is also used for monthly meetings.  It is available for public hire and in the past it has been utilised for birthday parties and gym classes.  The planned upgrades will ensure that this facility is more user friendly and better meets the needs of the community.

12      The Edendale Scout Group request funding for the following:

-     Upgrade to a gas hot water system

-     Installation of a dishwasher

-     Hot water connection to toilets

-     Replacement of windows

-     Upgrade electrical wiring as well as outside lighting

-     Installation of new kitchen cupboards

-     Drainage and downpipes

-     Alterations to building for provision for disabled access.

The total project cost is $41,177, of which they are seeking $20,000 from the Financial and Reserve Contribution Fund.

Issues

13      The Financial and Reserves Contribution Fund is part of the Southland District Council review of community assistance and grant funding review.

14      In regards to the consideration of how the money is able to be spent, the committee needs to take guidance from both the resource consent, any additional correspondence with the contributor and the Southland District Plan 2001 under which it was collected.

Factors to Consider

Legal and Statutory Requirements

15      The Financial and Reserve Contribution Fund is made up of development levies invoiced as a result of any development over $500,000. These were collected as financial contributions under the Resource Management Act.

Community Views

16      No community views have been sought on this particular application. As it is contributions received under the act the application needs to fulfil the conditions noted within the district plan and consent.

Costs and Funding

17      The funding request is to the Financial and Reserves Contribution Fund for $20,000. As at 31 March 2019 there was $625,213 available for distribution.

18      The majority of the fund is made up of contributions from Fonterra or its name sakes.

19      As part of the grant funding review being undertaken, Council’s financial team are undertaking a detailed review of the monies received and granted to date.  As part of this process, Council staff will be looking to identify any correspondence undertaken with contributors that further identified the ways in which council would be looking to distribute the monies.

20      At this stage, Council staff have identified that a number of the resource consents issued with Fonterra and its namesakes notes or made comment about how each would be spent.

21      When the Edendale-Wyndham Community Board cancelled the development of a new community centre at Edendale three contributions totalling $305,000 were transferred back into the Financial and Reserve Contribution Fund.  These are now available for re-distribution.

22      The first was for $35,000 from a 1997 Southland Dairy Co-op contribution which notes in the decision letter that the “Council will utilise this financial contribution in order to provide for additional community facilities and services which are necessitated by the rapid expansion of the dairying sector in Southland”.

23      The second was for $70,000 from a 2001 contribution for Drier 2 to NZMP, this in a report to the Edendale Community Board noted that “after negotiation with company representatives, the Resource Planning Committee ‘tagged’ the funds” this included $70,000 towards the upgrade/new development of Edendale Hall.

24      The third was for $200,000 from a 2003 contribution for Drier 3 to NZMP.  In correspondence to the company in December 2002, it was notes that Council’s Resource Planning Committee “declines to resolve at this stage as to how this money will be allocated, but signals that it considers that the following projects are projects worthy of consideration when allocation of this contribution is being considered by the Council’s Allocations Committee:

-     Possible future Edendale water and/or sewerage schemes

-     Seaward Road and Ferry Road, Edendale, stormwater and kerb and channel upgrading

-     Upgrading of chlorination in existing limited Edendale water scheme

-     Wyndham sewerage scheme

-     Edendale co-response vehicle replacement.

-     Edendale Primary School playground upgrade,

-     District wide funding for ecological habitat protection.

-     District wide funding for reserve maintenance and upgrading.

The Committee further considers that prior to any allocation of such funding, consultation by Council staff with the Edendale and Wyndham Community Boards should occur.

Policy Implications

25      Under Councils delegations policy, Council is required to approve any unbudgeted expenditure over $10,000. As such any approval by the Committee of the grant will require Councils approval for the unbudgeted expenditure.

26      Section 6.2.2 of the Southland District Plan 2001, outlines the specifics around development of the Edendale Dairy Plant development.  Section 6.2.6 Financial Contributions of this states:

(a)  The Council may impose a financial contribution for developments in the Edendale Dairy Plan Development Plan Area the value of which exceed $500,000.

(b)  The financial contribution shall not exceed 0.5% of the value of which exceed $500,000.

(c)   The purpose of the imposition of the financial contribution shall be to remedy, mitigate or offset adverse effects arising from, in consequence of, or in association with, any development.

(d)  The use of the financial contributions shall be for one or more of the following in the Edendale Township, its environs or the District generally;

-     Offsetting additional demands on infrastructure and utility services by Council.

-     Offsetting additional demands on community and recreational facilities.

-     Restoring or enhancing amenity values.

-     Restoring or enhancing open space and landscaping

(e)   The Council will assess the need for, and quantum of, a financial contribution on a case by case basis as development occurs having regard to:

-     The significance of the adverse effect.

-     The extent to which the adverse effect can be dealt with successfully by other means.

-     Any proposals to mitigate or remedy the adverse effects.

-     Any direct positive community benefits arising from the development.

(f)   If applying the provisions of this clause Council shall regard to the fact that in the circumstances money is the preferred form of contribution.

27      Further to this, as noted above in the “Costs and Funding” section, each consent indicated generally how the money would be spent.  It is advised that the committee in making a decision acknowledges from which consent any funding would be granted and notes what additional steps it deems appropriate to empower the above comments.  Additionally it is recommended that where necessary appropriate resolutions are added to this report.

Analysis

Options Considered

28      The options for consideration is to either support or decline the funding request in full or in part.

Analysis of Options

Option 1 – In full or in part approve the grant to the Edendale Scout Group to be funded from the Fonterra Financial Contributions

Advantages

Disadvantages

·        Upgrades to the Scout Hall can be completed which will improve the safety and functionality of the Hall.

·        The upgrades will provide a more user friendly facility for the community to utilise.

·        This application has not been considered as part of a wider project seeking funding.

·        Southland District Council are in the process of reviewing all community assistance and grant funding including the Financial and Reserves Contribution Fund.

·        The committee may not agree that it has met the spirit of the previous correspondence with the contributors or received enough detail on this to make a decision.

 

Option 2 – Decline the grant funding request

Advantages

Disadvantages

·        Funds from the Financial and Reserve Contribution Fund are not allocated until the grant funding review is completed.

·        Allows additional research or discussions to occur.

·        There is potential that the upgrades will be delayed while further funding options are investigated.

·        Recently funding was allocated to Edendale School – which was allocated before the completion of the funding review.

 

Assessment of Significance

29      In terms of Councils significance policy, this issue is not considered significant.

Recommended Option

30      Option 1 – In full or in part approve the grant to the Edendale Scout Group to be funded from the Fonterra Financial Contributions.

Next Steps

31      Advise applicant on outcome of funding request.


 

Attachments

a             Edendale Reserve Fund Application - Edendale Scout Group    

 


Community and Policy Committee

08 May 2019

 


 


Community and Policy Committee

08 May 2019

 


 


 


 


 


 


 


 


 


 


Community and Policy Committee

08 May 2019

 


 


 


 


 


 


 


 


 


 


 


 


 


 

 


Community and Policy Committee

8 May 2019

 

Customer Satisfaction Survey Report August 2018 - March 2019

Record No:             R/19/4/7235

Author:                      Trudie Hurst, Group Manager Customer Delivery

Approved by:         Steve Ruru, Chief Executive

 

  Decision                                        Recommendation                                  Information

 

 

Executive summary

1        As part of the 2018-28 Long Term Plan, it was identified by staff that there was the opportunity to have an independent research company complete the Request for Service (RFS) customer satisfaction and Net Promoter Score (NPS) surveys. 

 

Findings and opportunities

2        The results of the survey reveal a number positive indicators such as the overall NPS score of 35, (demonstrates the customers are happy to refer people to use the RFS service) and how satisfied the customers are with the service they receive at the first point of contact.  Common improvements relate to the timeliness of the issue resolution and communication back to the customer.  Having this independent assessment of the service supports the activity managers with the relationship management with the contractors. 

3        To support process improvement, the results highlighted customer frustration with the Building Consent processes.  This allows the leadership team to look for solutions to improve the customer experience and suitable options are currently being investigated.

 

 

Recommendation

That the Community and Policy Committee:

a)            Receives the report titled “Customer Satisfaction Survey Report August 2018 - March 2019” dated 1 May 2019.

 

 

 

Attachments

a             Customer Satisfaction Survey Report August 2018 - March 2019    

 


Community and Policy Committee

08 May 2019