Agenda of Community Services Committee

Community Services Committee - 16 October 2018 - Open Agenda Item 1

Agenda Items

1. Library Site Project Steering Group - Terms of Reference

Type of Report:	Operational
Legal Reference:	N/A
Document ID:	643002
Reporting Officer/s & Unit:	Fleur Lincoln, Strategic Planning Lead Natasha Carswell, Manager Community Strategies

1.1 Purpose of Report

The purpose of the report is to obtain Council approval of the Terms of Reference for the Library Site Project Steering Group.

Officer’s Recommendation

The Community Services Committee:

a. Approve the Library Site Project Steering Group Terms of Reference.

Chairperson’s Recommendation

That the Council resolve that the officer’s recommendation be adopted.

1.2 Background Summary

With the Draft Library Strategy now complete and Council soon to invite the public for feedback on this Strategy, the site selection process for Napier’s new Library can be initiated. The first step in this process is to establish a team consisting of officers with the right expertise, and Councillors who have been involved in the Library Strategy work.

The attached Terms of Reference for the Library Site Project Steering Group sets out this group’s membership, purpose, objectives, and role.

1.3 Issues

No issues

1.4 Significance and Engagement

This is an operational matter requiring a Council decision only. Consultation on the site selection will be undertaken.

1.5 Implications

Financial

There are no financial implications in the establishment of the Library Site Project Steering Group.

Social & Policy

The Library Site Project Steering Group established to undertake the site assessment and selection process brings members with the right expertise for this task, but also includes members who were involved in the Library Strategy project, providing continuity through this project. The site selection process itself is driven by the Library Strategy, as it is the development of this Strategy which has crystallised what the needs of the community are.

Risk

There is a possibility that the Steering Group membership may be questioned by the public. The members have been selected based on their expertise and experience and to provide continuity between the Strategy stage and the site selection stage for the Library service. The community and key stakeholders will have opportunity to provide feedback into the site selection during consultation. This Steering Group will develop the information for the consultation process.

1.6 Options

The options available to Council are as follows:

a. Agree to the Library Site Project Steering Group Terms of Reference

b. Disagree to the Library Site Project Steering Group Terms of Reference

1.7 Development of Preferred Option

The Steering Group membership will provide the right level of expertise and Council representatives will provide continuity from the Strategy to site selection. The Terms of reference clearly sets out the groups purpose and role, and how each member must approach the project. The intention is to provide transparency and clear understanding.

1.8 Attachments

a Library Site Project Steering Group - Terms of Reference ⇩

Community Services Committee - 16 October 2018 - Attachments

Item 1

Attachments a

Library Site Project Steering Group

Terms of Reference

Purpose

The Library Site Project Steering Group (the Steering Group) will develop criteria and an options analysis for the CBD Library site to make recommendations to Council on site selection.

Objectives

· Develop and recommend a process for site selection including assessment criteria, with reference to the Civic Building business case and subsequent Statement of Proposal and Council’s Long Term Plan (2018-28)

· Ensure the objectives and requirements within the Library Strategy are the key component of the assessment criteria for site selection.

· Undertake engagement with key stakeholders during the process prior to full consultation

· Complete the site options analysis and make recommendations to Council

· Develop a consultation plan that encourages feedback from key stakeholders and the community on the site selection

Principles

· Members bring objectivity and contribute proactively to achieve the objectives

· Members with specific technical expertise, knowledge and resources will lead any relevant initiative to achieve the purpose.

· High importance is placed on the role and input of key stakeholders, whose views are actively sought throughout the process

· Members ensure their views are expressed, and all views are explored to support a robust process

Membership

The Steering Group comprises Napier City Council Staff and Councillors.

· Cr Tania Wright (Chair)

· Cr Faye White

· Cr Claire Hague

· Richard Munneke (Co-Chair)

· Antoinette Campbell

· Fleur Lincoln

· Georgina King

· Darran Gillies

· Jane Simmons

· Natasha Carswell

· Jess Wilson

Advice will be sought from members of the Communications and Marketing team and Charles Ropitini (Strategic Māori Advisor) and others as needed.

Role of members

· To provide knowledge and resources from their areas of expertise to guide the process.

· To share relevant information that contributes to the process.

· To undertake activities, including liaising with key stakeholders, to achieve the objectives

Role of the Chair

· Facilitates Steering Group meetings

· Acts as a point of contact for the Steering Group

· The Co-Chair will act as the Chair in their absence

Term

This group has been convened to assist with the Library site selection and it is anticipated that this will be complete by March 2019.

Communication Protocol

Media enquiries, media releases and statements about the process will be guided by Council’s communications team.

Councillor members will keep the wider Council informed on a regular basis. Workshops will be schedules as required and formal updates to the Council, particularly on the steering groups’ recommendations will be provided through the Community Services Committee.

All members have a role to engage with key stakeholders however it should be noted that there will be a specific consultation plan to ensure stakeholder engagement is coordinated.

Review Date

The Terms of Reference will be reviewed should the Steering Group continue beyond achieving its purpose into the next stage of the Library relocation project.

Community Services Committee - 16 October 2018 - Open Agenda Item 2

2. Draft Library Strategy - Public Feedback

Type of Report:	Operational
Legal Reference:	N/A
Document ID:	643048
Reporting Officer/s & Unit:	Darran Gillies, Libraries Manager

2.1 Purpose of Report

To advise Council on the process undertaken in developing the Napier Library Strategy and to request approval to release the draft strategy (attachment one) for stakeholder and public feedback prior to adoption by Council.

Officer’s Recommendation

The Community Services Committee:

a. Approve the release of the draft Napier Library Strategy for stakeholder and public feedback.

Chairperson’s Recommendation

That the Committee resolve that the officer’s recommendation be adopted.

2.2 Background Summary

There is no current library strategy. By creating one, there was an opportunity to bring the community and stakeholders into the development phase from the beginning and create a library strategy that will inform the product and service requirements of Napier Libraries and the requirements of a future city library.

Our ambition is to develop a deep knowledge and understanding of key stakeholders and community needs through an adoption of the Design Thinking Methodology in order to create a visionary Library Strategy for the Napier Libraries.

2.3 Issues

The strategy reflects the many conversations we had with our community about where a library service can be a positive part of their lives today and in the future. We have focused on what we think are the key elements from the conversations that drive our goals and outcomes for the next phase of the work for the service.

The strategy also highlights areas of our service that we need to invest greater time and energy to match particular community needs such as a need for outreach programmes and services in the community.

Having developed a library strategy with a clear mission, values and objectives, we can now progress with planning and developing a new city centre library that our community can be proud to use and make their own.

2.4 Significance and Engagement

This matter has significance to a wide sector of the community and as such, engagement with them is our priority in gaining their feedback. In particular we want to seek feedback from the three customer groups identified within the strategy.

Key stakeholders will be invited to provide feedback, while public feedback will be sought over a four-week period. Following community feedback, any significant changes will be integrated into the Strategy for Council adoption. An Action Plan will be developed following adoption of the Strategy.

2.5 Implications

Financial

The Action Plan will come out of the current budgets as laid out in the current LTP.

Social & Policy

The final Strategy will lead to the development of key objectives that incorporate relevant actions arising from feedback received. These actions may link to other Council processes and policies.

Risk

Feedback may be misaligned with the draft; however, pre-engagement activity has reduced this risk.

2.6 Options

The options available to Council are as follows:

a. Notify the draft Strategy for stakeholder and public feedback before finalising for adoption by Council.

b. To not notify the draft strategy at this time.

2.7 Development of Preferred Option

Considerable research, community engagement and work has been completed to get the draft strategy to this stage and it is recommended that further feedback be sought on the draft before it is finalised by Council.

2.8 Attachments

a Draft Library Strategy ⇩

Community Services Committee - 16 October 2018 - Attachments

Item 2

Attachments a

Community Services Committee - 16 October 2018 - Open Agenda

Community Services Committee

Open Minutes

Meeting Date:	Tuesday 4 September 2018
Time:	4.03pm-4.25pm
Venue	Council Chamber Hawke’s Bay Regional Council 159 Dalton Street Napier

Present	Mayor Dalton, Councillor Wise (In the Chair), Councillors Boag, Brosnan, Dallimore, Hague, Jeffery, McGrath, Price, Tapine, White and Wright
In Attendance	Chief Executive, Director Community Services, Director Infrastructure Services, Director City Services, Director City Strategy, Manager Communications and Marketing, Manager Community Strategies, Strategic Planning Lead, Marketing Manager, Venues Manager, Community Advisor, Community Funding Advisor
Administration	Governance Team

Apologies

Councillors Price / Tapine

That the apology from Councillor Taylor be accepted.

Carried

Conflicts of interest

Nil

Public forum

Nil

Announcements by the Mayor

Nil

Announcements by the Chairperson

Nil

Announcements by the management

The Chief Executive introduced the new Bay Skate Manager, Justin Dwyer, to Council.

Confirmation of minutes

Councillors Boag / Hague

That the Minutes of the meeting held on 24 July 2018 were taken as a true and accurate record of the meeting.

Carried

Agenda Items

1. Community Services Grants - Allocation

Type of Report:	Operational
Legal Reference:	N/A
Document ID:	604443
Reporting Officer/s & Unit:	Natasha Carswell, Manager Community Strategies

1.1 Purpose of Report

To assess the adequacy of the current budget allocation for the Community Services Grants scheme and to identify options for any increase.

At the Meeting

A substitute motion was moved to replace the officer’s recommendation with option b, increasing the allocation using a combination of population and CPI adjustments and increasing the per head allocation to $1.80. It was confirmed that the proposed increase would need to be allocated from Council contingency as this is not currently budgeted for.

The following points were made in favour of increasing the allocation:

· The proposed increase will cost an additional $16,380 per annum, based on the current population statistics.

· While hardship has increased since the rate was set in 2014, the fund has remained static.

· Staff analysis show that the number of applications has increased over the last few years from 45 to 65. An increasing number of applications made in these rounds were ineligible and the committee are taking steps to reduce this.

· Although there are larger numbers of applications, the amounts requested are less therefore the committee were advised to raise the proposed increase for the next Annual Plan. However, the committee will not meet again until June next year which is after the Annual Plan adjustment, making 2020 the earliest opportunity to propose an increase.

· It was noted that although the applications are requesting lesser amounts, this is not for lack of need.

· The social housing register was tabled at the meeting, which lists the people and families in every city waiting for state houses. In June 2014 there were 87 people on the list in Napier, in 2018 this number has risen to 245. This places increased pressure on our not-for-profits.

In response to questions from Councillors the Manager Community Strategies clarified the following:

· The additional funding would not be required until the 2019/20 funding round and therefore could be allocated through the Annual Plan and possibly sourced from the contingency.

· The preference would be to use one or the other of population or CPI as a combination of the two complicates a relatively small fund.

· Applying the CPI figure could affect the timing of the funds as the CPI may not be received until the end of September. The increase in CPI annually is usually very low.

· Currently population is applied when the census data is received, which is every five years. It was suggested that Council could consider population increase based on annual projections, rather than using a combination of population and CPI.

Officer's recommendation

The Community Services Committee:

a. Approve to remain with the current funding allocation and formula for the Community Services Grants Scheme.

Substitute Motion

Councillors Boag / Jeffery

The Community Services Committee:

a. Increase the allocation to the Community Services Grants scheme using a combination of population and CPI adjustments and increasing the per head allocation to $1.80.

Carried

Attachments

1 Social Housing Register

Councillor Wise left the meeting at 4.15pm.

2. White Night - Provision of Food Trucks

Type of Report:	Procedural
Legal Reference:	Local Government Act 2002
Document ID:	623967
Reporting Officer/s & Unit:	Fleur Lincoln, Strategic Planning Lead

2.1 Purpose of Report

The purpose of this report is to obtain a resolution of Council to allow the sale of food and drink to the public within Herschell Street as part of the White Night event on the 20^th October 2018.

At the Meeting

It was noted that reports regarding events should confirm the steps being taken towards being zero waste conscious, in accordance with the newly adopted Waste Minimisation Plan.

Committee's recommendation

Mayor Dalton / Councillor Hague

The Community Services Committee:

a. Resolve to allow the sale of food and drink to the public within Herschell Street at the White Night event on Saturday 20^th October 2018.

Carried

3. Youth Policy Review - Public Feedback

Type of Report:	Operational
Legal Reference:	N/A
Document ID:	620996
Reporting Officer/s & Unit:	Jessica Wilson, Community Advisor

3.1 Purpose of Report

To advise Council on the process undertaken in reviewing the Youth Policy and to request approval to release the draft Strategy (attachment one) for stakeholder and public feedback prior to adoption by Council.

At the Meeting

The Napier Youth Council presented two videos to Council regarding the draft Napier Youth Strategy, noting how they plan to identify the current and future needs of youth in Napier.

Councillors supported the draft strategy and acknowledged the work that the Youth Council have been doing. The following points were noted by Councillors:

· Council should consider how they can contribute to employment pathways for youth.

· The current perception is that there is nothing for youth in Napier. The Youth Council is well positioned to help promote the work that Council is doing in this area.

· It is important that our stories and culture are not lost to our youth and it was suggested that this could be highlighted in the strategy.

Committee's recommendation

Councillors Hague / Tapine

The Community Services Committee:

a. Approve the release of the draft Napier Youth Strategy for stakeholder and public feedback.

Carried

The meeting closed at 4.25pm.

Approved and adopted as a true and accurate record of the meeting.

Chairperson .............................................................................................................................

Date of approval ......................................................................................................................

Committee Members	Mayor Dalton, Deputy Mayor White (In the Chair), Councillors Boag, Brosnan, Dallimore, Hague, McGrath, Price, Tapine, Taylor, Wise and Wright
Officer Responsible	Director Community Services
Administration	Governance Team
	Next Community Services Committee Meeting Tuesday 27 November 2018

Meeting Date:	Tuesday 16 October 2018
Time:	Following the Finance Committee
Venue:	Council Chamber Hawke’s Bay Regional Council 159 Dalton Street Napier