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Community Services Committee
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OPEN AGENDA

I hereby give notice that a meeting of the

COMMUNITY SERVICES COMMITTEE

will be held as follows:

DATE: Wednesday, 1 October 2008
TIME: 9:30 am
VENUE: Committee Room, Level 15
  Civic Administration Building
  1 Greys Avenue
  Auckland
Eric Perry
DEMOCRACY ADVISOR

Members:

Cr Paul Goldsmith [Chairperson]
Cr Noelene Raffills [Deputy Chairperson]
Cr Graeme Easte
Cr Greg Moyle, E.D.
Cr Graeme Mulholland, JP
Cr Richard Northey, ONZM
Cr Denise Roche

Ex Officio:

His Worship the Mayor, Hon John Banks, QSO
Deputy Mayor, David Hay, JP

  1. Top APOLOGIES

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

  2. Top CONFIRMATION OF MINUTES

    The minutes of the Community Services Committee meeting held on Wednesday, 3 September 2008 to be confirmed as a true and correct record.

  3. Top EXTRAORDINARY BUSINESS

    Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:
    "An item that is not on the agenda for a meeting may be dealt with at that meeting if-
    (a) The local authority by resolution so decides; and
    (b) The presiding member explains at the meeting at a time when it is open to the public,-
      (i) The reason why the item is not on the agenda; and
      (ii) The reason why the discussion of the 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."

  4. Top PUBLIC FORUM

    A period of time (approximately 20 minutes) is set aside for members of the public to address the meeting on matters within its delegated authority. A maximum of 5 minutes per item is allowed, following which there may be questions from members.

    At the close of the agenda no requests to speak had been received.

  5. Top PETITIONS

    5.1. PETITION REGARDING THE MOBILE LIBRARY SERVICE

    Eric Perry  
    Democracy Advisor 24 September 2008

    Catherine Farmer, Avondale Community Board member, will be in attendance to present a petition to the Committee containing approximately 75 signatures with the following prayer:

    "Petition to the Mayor and Councillors of the Auckland City Council: We request that Auckland City Council continues providing a regular mobile library service across Auckland City."

    A full copy of this petition will be tabled at the meeting. A report on this issue will be considered under item 8 on this agenda.

    Recommending that Catherine Farmer, Avondale Community Board member, be thanked for her petition regarding the mobile library service containing approximately 75 signatures, and that the petition be received.

  6. Top RESOLUTIONS FROM THE WESTERN BAYS COMMUNITY BOARD - COMMUNITY FACILITIES DRAFT ASSET MANAGEMENT PLAN

    Eric Perry  
    Democracy Advisor 24 September 2008

    At its meeting on 17 September 2008, the Western Bays Community Board resolved as follows:

    1. "That the resolutions of the Community Services Committee be received.
    2. That the Board recommends to the Community Services Committee and the Annual Plan Direction setting meeting that:
      1. the property at 254 Ponsonby Road be developed as a community facility;
      2. the Board supports the proposed expenditure on the Pt Chevalier community centre however the Board recommends that consideration be given to the development of a new centre in place of an upgrade.
    3. That the Chairperson be delegated to present the Board's submission and feedback to both the Community Services Committee and the Annual Plan Direction Setting meeting in October."

    Bruce Kilmister, Chairperson, Western Bays Community Board, will be in attendance to speak to this item.

    Recommending that the resolutions of the Western Bays Community Board, dated 17 September 2008, be received; and that Bruce Kilmister, Chairperson, Western Bays Community Board, be thanked for his attendance.

    [ATTACHMENT 6] Pages 1-2

  7. Top REPORTS REQUESTED/PENDING

    Eric Perry  
    Democracy Advisor 24 September 2008

    Advising of reports requested/pending.

    Recommending that the report of the Democracy Advisor, dated 24 September 2008, be received.

    [ATTACHMENT 7] Pages 3-4

  8. Top MOBILE LIBRARY SERVICE

    Kay Forrester  
    Customer Services Manager, Libraries 18 September 2008

    Reporting on the mobile library service, which is currently targeted at older adults and visits 25 rest homes and pensioner housing estates per fortnight. In 2007/2008, there were 564 members registered to the mobile library, 65% over 60 years old. 230 of these people have been active in the last 12 months. In 2007/2008 there were 6,052 visits to the mobile library, and 21,191 items were issued. Libraries have worked actively to refresh and promote the service to this target audience, however use of the service has declined over the past 5 years, at the same time as use of other service points has increased. Mobile library costs have remained the same, resulting in an increase in the cost per issue and visit. In 2003, the cost per visit was $12.17, in 2008 it was $14.62. In 2003, the cost per issue was $3.05, in 2008 it was $4.18. The mobile library is flagged for replacement in the Library Asset Management Plan for 2009/2010 at a cost of $650,000. The purpose of this report is to provide more information about the mobile library service to help council decide whether replacement of the vehicle is necessary at this time.

    Five options have been identified for consideration as part of LTCCP planning:

    • continue the service and carry out planned replacement of the vehicle in 2010/2011;
    • discontinue the service from July 2009;
    • continue the service for the near future while investigating alternative service options;
    • continue the service with the existing vehicle and refurbish it when it comes cost effective to do so; or
    • continue the service with the existing vehicle until it is no longer cost effective to maintain the vehicle on the road.

    Recommending that this report be referred to the Annual Plan Direction Setting meeting on 18 November 2008 for a decision on which option to proceed with, at the same time as consideration of other LTCCP funding proposals.

    [ATTACHMENT 8] Pages 5-12

  9. Top COMMUNITY CENTRES, HALLS AND OFFICES STOCKTAKE

    Jesse Colquhoun  
    Senior Policy Analyst 25 September 2008

    Reporting on the scope of the Community Facilities and Libraries Plan project, which is planned for completion in December 2009. The development of the plan has been identified in the recent asset management planning reports in August and September 2008. The project was also identified in the community and social policy work programme reported to the Committee in September. Council owns or supports 20 community centres and eleven recreation centres, owns and administers 28 community halls, has two community offices, 17 public libraries and a mobile library. The council also leases a large number of facilities to community groups under the Community and Recreation Lease Policy.  The Community Facilities and Libraries Plan project will review council's existing community facilities and libraries strategies and provide a 20-year development plan for these facilities. The plan will outline the context within which our community and social infrastructure operates, and consider:

    • the function of council's community and social infrastructure;
    • the community need that council's facilities address;
    • how council will work with the community to meet it community and social infrastructure aspirations;
    • areas of improvement to ensure council's facilities are well utilised and meet community needs; and
    • the levels of service the council will aim to achieve.

    Officers will report back to the Committee in early 2009 with an update on the progress of the Community Facilities and Libraries Plan project.

    Recommending that the report of the Senior Policy Analyst, dated 25 September 2008, be received; that the Committee notes that a Community Facilities and Libraries Plan will be developed and that the Group Manager, Arts Community and Recreation Policy will report back in early 2009 with an update on the project; and that the report be forwarded to all community boards for their information.

    [ATTACHMENT 9] Pages 13-42

  10. Top COMMUNITY ASSISTANCE FUNDING REVIEW UPDATE

    David Shamy, Policy Analyst  
    Jesse Colquhoun, Senior Policy Analyst 25 September 2008

    Updating the Committee on the community assistance funding review and requesting feedback on recommended changes to council's community group assistance policy and mechanisms. In April 2008, a scoping report for this review was presented to the Committee and an officer's update was requested. The review provides an opportunity for the Committee to consider whether the current funding mechanisms are the most effective and efficient way to assist community groups and make recommendations for change.

    The community group assistance policy and the following funding and assistance mechanisms are within the scope of the review, noting that it was agreed not to include in the review community board local, events and discretionary funding. However, officers are recommending one change to community board schemes - that a minimum be placed on grants of $1,000:

    • community group assistance fund;
    • community group accommodation support fund;
    • school holiday programme funding;
    • community and recreation lease policy;
    • community halls fees policy;
    • community loans policy;
    • funding agreements negotiated directly with council; and
    • capacity building support (e.g. advice, information, advocacy and training support).

    Recommending that the Committee provide feedback on the recommendations outlined in the report; that this report be forwarded to community boards for their comment for inclusion in the final report; and that the Committee notes that officers will report back with a draft Community Group Assistance Policy in December 2008 for endorsement.

    [ATTACHMENT 10] Pages 43-83