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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, 11 March 2009
TIME: 1:30 pm
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 December 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.

    4.1. CITIZENS ADVICE BUREAU AUCKLAND CITY (CABAC) FUNDING PROPOSAL - LYNNE BARRACLOUGH, CITIZENS ADVICE BUREAU AUCKLAND CITY (CABAC) AND KERRY DALTON, NEW ZEALAND ASSOCIATION OF CITIZENS ADVICE BUREAUS

    Lynne Barraclough, city manager, Citizens Advice Bureau Auckland City (CABAC) and Kerry Dalton, chief executive, New Zealand Association of Citizens Advice Bureaus, will be in attendance to address the Committee in support of ongoing financial support from council, and to demonstrate the contribution made to the city by CABAC under its current partnership agreement.

    [ATTACHMENT 4.1] Pages 1-16

  5. Top REPORTS REQUESTED/PENDING

    Eric Perry  
    Democracy Advisor 4 March 2009

    Advising of reports requested/pending.

    Recommending that the report of the Democracy Advisor, dated 4 March 2009, be received.

    [ATTACHMENT 5] Pages 17-18

  6. Top COMMUNITY AND RECREATION LEASE POLICY

    Jesse Colquhoun  
    Senior Policy Analyst, Arts, Community and Recreation Policy 17 February 2009

    Reporting on the revised Community and recreation lease policy, which has been undertaken as part of the community assistance funding review completed in 2008, and the Community library facilities plan which is currently underway. The revised Community and recreation lease policy is attached as appendix one and will be the key council document that guides the provision of subsidised leases to community and recreation groups. The objectives of the policy are to:

    1. ensure a wide range of community activities, projects and programmes are supported through the provision of subsidised space for community activities;
    2. increase the capacity of community groups in Auckland through provision of subsidised space for community activities;
    3. recognise that council is not in the business of subsidising commercial activities; and
    4. facilitate the charging of fair and equitable rentals to community groups conducting community activities alongside commercial and non-community activities.

    The policy is designed to align with the objectives of council's Strong and Healthy Communities and Lifestyle Choices strategies. It does not provide prescriptive or operational detail on how council will implement the policy, as this enables operational changes to be made in the future without the need to redraft the policy. Operational matters, such as details on the recommended rental methodology and internal council processes, are discussed in this report.

    Recommending that the Committee:

    1. note the review of the Community and recreation lease policy which addresses inconsistencies with the treatment of commercial activities (including childcare), maintenance issues, situations where community groups are undertaking commercial and community activities from the same facility, and inconsistencies in rentals currently paid by a range of community groups; and
    2. approve:
      1. the revised Community and recreation lease policy attached as appendix one, which retains:
        • a $500 per annum rental for community groups undertaking community activities, with a further reduction to $250 per annum for groups with predominantly youth membership;
        • a fifteen year lease period reviewed every five years;
        • recognition of the value of council providing subsidised space to community and recreation groups;
        • recognition that groups operating commercial activities and significant bar/gaming operations require rental adjustments to reflect these activities;
        • and includes the following changes:
        • an increased focus on the activities that are undertaken from council's leased facilities;
        • the establishment of hybrid leases for community groups who operate both community and commercial/non-community activities from council land and/or facilities, noting that additional rental will be charged at five percent of revenue generated from the commercial/non-community activities undertaken from the leased property;
        • clarification that community groups operating only or predominantly commercial activities from a facility are not eligible for a discounted community and recreation lease;
        • the clarification of community activities subsidised by council and commercial/non-community activities that are not subsidised by council;
      2. that authority be delegated to the Chairperson and the General Manager - Arts, Community and Recreation to make and approve any minor amendments to the policy arising from the Committee meeting;
      3. that in order to ensure consistency and fairness, council will apply the principle of not subsidising commercial activities to community centres;
      4. that any additional revenue council generates from changes to the policy be retained within the leasing portfolio in order to fund improved maintenance and the removal of abandoned community buildings on open space land;
      5. that where a group faces a significant increase in rental (i.e. over $5,000) the increase will be phased in over a three-year period, noting that this phase-in period applies only to the first time that a lease is adjusted to the rental methodology outlined in the new policy; and
      6. that council will only consider transferring a community or recreation group from a commercial lease to a community and recreation lease where a negotiated solution is able to be reached that delivers a clear public benefit.
    [ATTACHMENT 6] Pages 19-42

  7. Top ASSISTED HOME OWNERSHIP PROGRAMME UPDATE

    Dr Leanne Rhodes  
    Community and Social Policy Manager 17 February 2009

    Updating the Committee on the assisted home ownership programme funding agreement that has recently been entered into with New Zealand Housing Foundation (NZHF). Negotiations with New Zealand Housing Foundation (NZHF) were concluded in January 2009, and the agreement was signed by both parties at the end of January. The final agreement meets all of the terms and conditions as previously resolved by Council and the Committee.

    Recommending that the Committee note that council has entered into an assisted home ownership agreement with New Zealand Housing Foundation (NZHF), noting that the key terms to this agreement are that:

    1. council will contribute $3.8 million towards the assisted home ownership programme;
    2. the $3.8 million grant will be made via a number of instalments and payments to New Zealand Housing Foundation, made as and when programme milestones are met;
    3. New Zealand Housing Foundation will deliver not less than 30 dwellings in the city over the next three years;
    4. New Zealand Housing Foundation will submit proposed projects to council for approval prior to their inclusion in the programme;
    5. New Zealand Housing Foundation will be responsible for locating, vetting, selecting and mentoring households; and
    6. New Zealand Housing Foundation will bear the development risks of the programme and will be responsible for managing the programme's applicants, approved households and completed dwellings.
    [ATTACHMENT 7] Pages 43-52

  8. Top URGENT DECISION - ASSISTED HOME OWNERSHIP PROGRAMME FUNDING AGREEMENT

    Dr Leanne Rhodes  
    Community and Social Policy Manager 18 December 2008

    Attaching an urgent decision of the Committee dated 18 December 2008, and a memorandum from the Community and Social Policy Manager dated 18 December 2008 regarding approval of the assisted home ownership programme funding agreement with New Zealand Housing Foundation (NZHF). An urgent decision of the Committee was required to approve the assisted home ownership programme funding agreement, as an agreement with NZHF was unable to be reached within all of the Committee's previous conditions.

    Recommending that the urgent decision of the Committee, dated 18 December 2008, and the memorandum from the Community and Social Policy Manager, dated 18 December 2008 regarding the approval of the assisted home ownership programme funding agreement with the New Zealand Housing Foundation (NZHF), be received.

    [ATTACHMENT 8] Pages 53-66

  9. Top SNAPSHOT OF AUCKLAND CITY'S PEOPLE AND COMMUNITIES

    Dr Leanne Rhodes  
    Community and Social Policy Manager 18 February 2009

    Reporting on the first annual "state of the city" report, which is an outcome from the recently completed social profile project. This report, entitled A snapshot of Auckland city's people and communities, is attached as appendix one.  This snapshot focuses on the demographic trends and statistics affecting the Strong and Healthy Communities and Lifestyle Choices strategies, and highlights that Auckland is a young, diverse and well-educated city which provides opportunities for community activity and where people feel safe.

    Recommending that A snapshot of Auckland city's people and communities, which provides information on the people of Auckland, who they are and how they live; and highlights that Auckland is a young, diverse and well-educated city which provides opportunities for community activity and where people feel safe, be received.

    [ATTACHMENT 9] Pages 67-80

  10. Top QUARTERLY REPORT: COMMUNITY SERVICES

    Colin Field  
    Business Development and Support Manager 9 February 2009

    Providing the Committee with a quarterly report on council's community development function from the period October to December 2008, highlighting policy development, policy review and programme work undertaken.

    Recommending that the community development quarterly report for the period October to December 2008 be received, noting the work programmes completed and underway across the organisation, including:

    1. the Community and Library facilities plan progress;
    2. the commencement of the Auckland City Alcohol strategy review;
    3. the report to the Committee on the implications of the Affordable Housing: Enabling Territorial Authorities Act 2008, which came into force in September 2008;
    4. the commencement of the Gambling Venue policy review;
    5. the completion of the Social Profile project;
    6. the approval of the updated Homeless Action Plan 2008-2013;
    7. the approval of the Community Development framework for delivering Strong and Healthy Communities strategy; and
    8. the approval of the revised Community Group Assistance policy.
    [ATTACHMENT 10] Pages 81-94

  11. Top QUARTERLY REPORT: LIBRARIES

    Allison Dobbie  
    Group Manager - Libraries 3 March 2009

    Reporting on the key operational activities and achievements of Libraries for the period October 2008 - February 2009. Use of city libraries continues to grow, with all targets exceeded.  Walk in visits are up by 7%, web visits by 35%, issues by 8%, participation in events and programmes by 18%, enquiries by 6%, and the use of online databases by 4%.

    Recommending that the quarterly report for Libraries, which provides an update on key usage trends, projects and achievements for the period October 2008-February 2009 be received, noting:

    1. the increase in use of library services during what is normally a quieter period;
    2. the growing use of the new library website;
    3. introduction of an online payments system and the Chinese journals database launched during the last quarter;
    4. appointments to the Library lead team;
    5. good progress on digitisation of the NZ Card index and indexing of the social history archives, good visitor attendance at story time and reading events and the exhibition featuring heritage collection items about fairytales;
    6. activities planned for the next quarter, including:
      1. the introduction of a wifi service;
      2. an exhibition featuring works by Shakespeare held in the Library's heritage collections;
      3. discussions to progress the possibility of a learning centre at Wesley Intermediate school; and
    7. the following potential areas of risk:
      1. replacement of the fire suppression system for heritage collections and development of a detailed business case and relocation plan to address this efficiently; and
      2. Section 95 of the Copyright Act under which the library becomes a downstream internet service provider, and the response of ensuring that comprehensive preventative policies, processes and other measures are in place to minimise risk.
    [ATTACHMENT 11] Pages 95-102

  12. Top REPORT AND RESOLUTIONS FROM THE ARTS, CULUTRE AND RECREATION COMMITTEE - WAIHEKE ARTWORKS STRATEGIC PLAN

    Eric Perry  
    Democracy Advisor 4 March 2009

    At its meeting on 11 February 2009, the Arts, Culture and Recreation Committee resolved as follows:

    1. "That the Arts, Culture and Recreation Committee adopt the Waiheke Artworks strategic plan, which recognises Waiheke Artworks as an arts and cultural centre that serves the local community and reflects Waiheke Island's unique identity, by providing a place for the exchange of ideas and community participation in a range of activities.
    2. That the Arts, Culture and Recreation Committee notes the main points of the Waiheke Artworks strategic plan are to:
      1. recognise Waiheke Artworks as an arts and cultural centre with a community arts focus,
      2. provide opportunities for local participation in arts and cultural activities,
      3. encourage visitors through its arts and cultural activities,
      4. maximise opportunities for integrated facilities and activities with the planned new library.
    3. That the report of the Senior Project Planner, Art Community and Recreation Policy, dated 12 January 2009, and the above resolutions be forwarded to the Community Services Committee and the Waiheke Community Board, for their information."

    Recommending that report of the Senior Project Planner, Art Community and Recreation Policy, dated 12 January 2009, and the resolutions from the Arts, Culture and Recreation Committee meeting, dated 11 February 2009 be received.

    [ATTACHMENT 12] Pages 103-120

  13. Top REPORT AND RESOLUTIONS FROM THE TRANSPORT COMMITTEE - REPORT ON THE TORONTO TRANSPORT SYSTEM

    Eric Perry  
    Democracy Advisor 4 March 2009

    At its meeting on 4 December 2008, the Transport Committee resolved as follows:

    1. "That the report from Councillor John Lister on the transport structure of Toronto be received.
    2. That Auckland City officers electronically liaise with and learn from Toronto City officers on enhancing transport services.
    3. That information on the major promotion on graffiti in Toronto 'Be proud of your city, it belongs to you' be forwarded to the Community Services Committee for their information."

    Also attached for the Committee's consideration is information regarding the City of Toronto's Graffiti Abatement Programme, graffiti bylaws, and public education campaign.

    Recommending that the report and resolutions from the Transport Committee, dated 4 December 2008, and the information regarding the City of Toronto's Graffiti Abatement Programme, graffiti bylaws, and public education campaign be received.

    [ATTACHMENT 13] Pages 121-128

  14. Top RESOLUTION FROM THE FINANCE AND STRATEGY COMMITTEE - HOMELESS REPORT

    Eric Perry  
    Democracy Advisor 4 March 2009

    At its meeting on 10 December 2008, the Finance and Strategy Committee resolved as follows:

    1. "That the Finance and Strategy Committee notes the recommendations from the Community Services Committee's 3 December 2008 meeting.
    2. That the Finance and Strategy Committee notes that the objectives outlined in the Community Services Committee's recommendations may be achieved by amending the existing bylaw or by the development of a new bylaw, and request officers to report back to the Community Services Committee and the Finance and Strategy Committee with more detailed options and costs."

    Recommending that the resolutions from the Finance and Strategy Committee, dated 10 December 2008 be received.

    [ATTACHMENT 14] Pages 129-130

  15. Top COMMUNITY GROUP ASSISTANCE FUND (CGAF) WORKSHOP

    Eric Perry  
    Democracy Advisor 4 March 2009

    Advising the Committee of the first round of Community Group Assistance Funding (CGAF), which closes for applications on 3 April 2009. In accordance with the new policy, applications will be presented to a funding workshop in which Committee members will be asked to offer feedback and ask questions.  Feedback from the workshop will be considered by officers and the subsequent recommendations will be presented to the June 2009 Committee meeting.

    Recommending that the Committee hold a workshop to consider applications for the first round of Community Group Assistance Funding (CGAF), which closes on 3 April 2009.
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