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Community Services Committee - 27 November 2018 - Attachments
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Item 1 Attachments a |
Community Services Committee
Open Agenda
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Meeting Date: |
Tuesday 27 November 2018 |
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Time: |
Following the Finance Committee |
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Venue: |
Council Chamber |
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Committee Members |
Mayor Dalton, Deputy Mayor White (In the Chair), Councillors Boag, Brosnan, Dallimore, Hague, Jeffery, McGrath, Price, Tapine, Taylor, Wise and Wright |
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Officer Responsible |
Director Community Services |
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Administration |
Governance Team |
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Next Community Services Committee Meeting Tuesday 2 April 2019 |
Community Services Committee - 27 November 2018 - Open Agenda
ORDER OF BUSINESS
Apologies
Nil
Conflicts of interest
Public forum
Richard Grant and Jacob Scott – Ngā Toi Hawke’s Bay
Announcements by the Mayor
Announcements by the Chairperson
Announcements by the management
Confirmation of minutes
That the Minutes of the Community Services Committee meeting held on Tuesday, 16 October 2018 be taken as a true and accurate record of the meeting............................................................................ 67
Agenda items
1 Library Strategy Consultation Feedback.......................................................................... 3
2 Creative Communities Funding September 2018.......................................................... 38
3 Youth Policy Review..................................................................................................... 44
Public excluded ............................................................................................................. 66
Community Services Committee - 27 November 2018 - Open Agenda Item 1
1. Library Strategy Consultation Feedback
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Type of Report: |
Operational |
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Legal Reference: |
N/A |
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Document ID: |
664231 |
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Reporting Officer/s & Unit: |
Darran Gillies, Libraries Manager |
1.1 Purpose of Report
To update Council on the feedback on the Library Strategy (attachment A), and to request adoption of the Strategy.
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That the Community Services Committee: a. Adopt the Napier Library Strategy 2018. |
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That the Council resolve that the officer’s recommendation be adopted. |
1.2 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.
1.3 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.
1.4 Significance and Engagement
This matter has significance to a wide sector of the community and as such, engagement with them was our priority in gaining their feedback.
Key stakeholders were invited to provide feedback, while public feedback was sought over a four-week period. Following community feedback, no changes where identified.
An Action Plan will be developed following adoption of the Strategy.
Feedback Process
This consultation was primarily promoting the draft strategy and encouraging the community to provide feedback. Key stakeholders where targeted through direct email and a presentation to the two Friends of the Library groups.
The strategy was promoted via the library and Say-it-Napier websites, digi screens, radio, e-newsletter, media release, social media and library displays.
1.5 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
None
1.6 Options
The options available to Council are as follows:
a. Council adopts the revised Library Strategy 2018 (preferred option).
b. Council does not adopt the Library Strategy 2018. This is not recommended as the strategy has gone through four weeks of public consultation and 96.7% of respondents have agreed with the overall strategy.
1.7 Development of Preferred Option
Following adoption of the Library Strategy, we will move on with the focus in the five key areas; enabling access, space for all, knowledge advocacy, community collaborators and sustainable futures, to develop them into action plans that support the aspirations of the strategy.
We can now progress with planning and developing of a new city centre library by following the steps laid out below:
· 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
· Seek feedback from key stakeholders and the community on the site selection
· Build our new purpose built city centre library.
a Library Strategy Final Version ⇩
2. Creative Communities Funding September 2018
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Type of Report: |
Operational |
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Legal Reference: |
N/A |
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Document ID: |
661887 |
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Reporting Officer/s & Unit: |
Belinda McLeod, Community Funding Advisor |
2.1 Purpose of Report
To note the Creative Communities funding decisions made on 27 September 2018. Council administers the scheme on behalf of Creative NZ. Funding decisions do not require ratification from Council.
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That the Community Services Committee: a. Note the Creative Communities funding decisions made on 27 September 2018. |
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That the Council resolve that the officer’s recommendation be adopted. |
2.2 Background Summary
The Creative Communities Scheme is a partnership with Creative NZ, which supports and encourages local communities to create and present diverse opportunities for accessing and participating in arts activities. Council receives base funding of $6000 from Creative NZ each year, and a grants allocation based on 70 cents per head of population. This financial year we received $46,068 for distribution and advertising (7.5% of the funding is allocated to advertising). We hold two funding rounds each year, in March and September, and the Creative Communities Committee make decisions on how to distribute the available funds. There are two Councillors appointed to the Funding Committee, they are currently Cr Boag and Cr Tapine. Cr Wright is Chair of this external committee but represents Creative Arts Napier.
2.3 Issues
N/A
2.4 Significance and Engagement
Applications for the Creative Communities Scheme is advertised in the newspaper and online.
2.5 Implications
Financial
We received 33 applications for the September funding round, seeking total funding of $71,752.41. The decision meeting on 27 September 2018 allocated funds of $22,434 to 23 applications. The remaining funds of $21,306.45 for 2018-19 allocation will be distributed at the March 2019 funding round.
Social & Policy
N/A
Risk
N/A
2.6 Options
N/A
2.7 Development of Preferred Option
The minutes of the September 2018 Creative Communities Committee meeting with funding decision are attached.
a September 2018 Public Excluded Minutes ⇩
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Type of Report: |
Operational |
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Legal Reference: |
N/A |
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Document ID: |
664273 |
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Reporting Officer/s & Unit: |
Jessica Wilson, Community Advisor |
3.1 Purpose of Report
To update Council on the feedback received on the draft Napier Youth Strategy, and to recommend adoption of the Strategy.
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That the Community Services Committee: a. Adopt the Napier Youth Strategy 2018. |
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That the Council resolve that the officer’s recommendation be adopted. |
3.2 Background Summary
The existing Youth Policy has developed over time and was last updated in 2010. A Youth Services Plan was put in place in 2012.
The Youth Policy required updating and a new strategy to recognise the current and future needs of young people to support youth development through services, facilities and activities delivered by Council.
The draft Strategy was presented to Council in September 2018, when it was approved for release for stakeholder and public feedback.
3.3 Issues
The draft Strategy was released for four weeks for feedback, we received feedback from over 700 people. This is a sufficient level of representation of the community.
3.4 Significance and Engagement
Key stakeholders were specifically invited to provide feedback, while public feedback was sought between 26 September to 24 October.
Fourteen organisations provided feedback on the draft Strategy along with 696 individuals through an online survey. Council staff and the Youth Council considered this feedback, which was overall supportive of the Strategy.
The feedback found that no significant changes needed to be made to the Strategy see tracked changes (attachment one). Minor changes made to the Strategy as suggested by submitters included:
· amending the explanation under the ‘Leadership’ objective to be more inclusive and recognise all achievement
· adding text under ‘What Young People Say’ to give focus to mental health wellbeing and balancing online with face to face activity
· amending text under ‘What Young People Say’ to give the Strategy more of a youth voice.
A number of suggested actions for implementation were also provided by submitters. An Action Plan will be developed following adoption of the Strategy in early 2019.
3.5 Implications
Financial
There are no financial implications. Any activities identified in the Action Plan will be included in current budgets or sought externally.
Social & Policy
Council will work with the Youth Council to develop an Action Plan that incorporates the feedback received. These actions may link to other Council processes and policies.
Risk
Gaining feedback from youth on the draft Strategy was priority and there was a good response from youth. This was considered and incorporated. Retaining the draft Strategy without incorporating the feedback counters the principles of consultation and the Strategy would lose the youth voice.
3.6 Options
The options available to Council are as follows:
a. Council adopt the final Napier Youth Strategy 2018 with tracked changes (preferred option).
b. Council adopt the draft Napier Youth Strategy 2018.
c. Council does not adopt the Napier Youth Strategy 2018.
3.7 Development of Preferred Option
The Strategy attracted a good level of feedback from the community. The feedback supports the Strategy with only minor amendments, which have been made. The Strategy supports a youth development approach and can be implemented through the Community Strategies activity along with Youth Council.
a Final Napier Youth Strategy with tracked changes ⇩
Community Services Committee - 27 November 2018 - Open Agenda
That the public be excluded from the following parts of the proceedings of this meeting, namely:
AGENDA ITEMS
1. Kennedy Park Main Ablution Block Refurbishment
The general subject of each matter to be considered while the public was excluded, the reasons for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution were as follows:
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General subject of each matter to be considered.
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Reason for passing this resolution in relation to each matter.
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Ground(s) under section 48(1) to the passing of this resolution.
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1. Kennedy Park Main Ablution Block Refurbishment |
7(2)(h) Enable the local authority to carry out, without prejudice or disadvantage, commercial activities |
48(1)A That
the public conduct of the whole or the relevant part of the proceedings of
the meeting would be likely to result in the disclosure of information for
which good reason for withholding would exist: |
Community Services Committee - 27 November 2018 - Open Agenda
Community Services Committee
Open Minutes
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Meeting Date: |
Tuesday 16 October 2018 |
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Time: |
4.15pm-4.26pm |
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Venue |
Council Chamber |
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Present |
Mayor Dalton, Deputy Mayor White (In the Chair), Councillors Boag, Dallimore, Hague, McGrath, Price, Tapine, Taylor, Wise and Wright |
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In Attendance |
Chief Executive Officer, Director Community Services, Director Infrastructure Services, Director City Services, Director City Strategy, Manager Communications and Marketing, Chief Financial Officer, Manager Community Strategies, Manager Property, Team Leader Policy Planning, Policy Planner, Environmental Solutions Manager, Waste Minimisation Lead, Manager Business Excellence & Transformation/Manager Regulatory Solutions, Libraries Manager, Communications Specialist |
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Administration |
Governance Team |
Apologies
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Mayor Dalton / Councillor Wright That the apologies from Councillor Jeffery and Councillor Brosnan be accepted. Carried |
Conflicts of interest
Nil
Public forum
Nil
Announcements by the Mayor
Nil
Announcements by the Chairperson
Nil
Announcements by the management
Nil
Confirmation of minutes
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Councillors Wright / Price That the Minutes of the meeting held on 4 September 2018 were taken as a true and accurate record of the meeting.
Carried |
Agenda Items
1. Library Site Project Steering Group - Terms of Reference
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Type of Report: |
Operational |
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Legal Reference: |
N/A |
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Document ID: |
643002 |
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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.
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At the Meeting In response to questions from Councillors it was clarified that the National Council of Women have been identified as a key stakeholder and a dialogue will be maintained with them throughout. It was noted that before possible sites can be identified the historical significance and heritage value of Clive Square as a whole needs to be assessed, including the Women’s Rest. The findings will be presented to Council. |
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Committee's recommendation Councillors Tapine / Boag That the Community Services Committee: a. Approve the Library Site Project Steering Group Terms of Reference.
Carried |
2. Draft Library Strategy - Public Feedback
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Type of Report: |
Operational |
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Legal Reference: |
N/A |
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Document ID: |
643048 |
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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.
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At the Meeting The Libraries Manager spoke to the report and highlighted a number of amendments to the earlier version of the draft strategy. In response to questions from Councillors it was clarified that this stage of consultation is about understanding the public needs for the space. Once this has been determined the building design can be developed. |
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Committee's recommendation Councillors Hague / Taylor That the Community Services Committee: a. Approve the release of the draft Napier Library Strategy for stakeholder and public feedback.
Carried |
The meeting closed at 4.26pm.
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Approved and adopted as a true and accurate record of the meeting.
Chairperson .............................................................................................................................
Date of approval ...................................................................................................................... |
