Responsibilities and key projects
The committee is responsible for regional community
development and safety, including:
·
grants for regional events, arts and cultural organisations
·
arts, culture and heritage
·
alcohol harm reduction strategy (recommendation to Environment
and Community Committee)
- homelessness plan (recommendation to Environment and
Community Committee).
Powers
All powers necessary to perform the committee’s
responsibilities.
Except:
(a) powers
that the Governing Body cannot delegate or has retained to itself (section 2)
(b) where
the committee’s responsibility is limited to making a recommendation only
(c) where
a matter is the responsibility of another committee
(d) the
approval of expenditure that is not contained within approved budgets
(e) the
approval of expenditure of more than $2 million
(f) the
approval of final policy
(g) deciding
significant matters for which there is high public interest and which are
controversial
(h) the
commissioning of reports on new policy where that policy programme of work has
not been approved by the Environment and Community Committee
(i) the
power to establish sub-committees.
Exclusion of the public – who
needs to leave the meeting
Members of the public
All members of the public must leave the
meeting when the public are excluded unless a resolution is passed permitting a
person to remain because their knowledge will assist the meeting.
Those who are not members of the public
General principles
·
Access to confidential information is managed on a “need to
know” basis where access to the information is required in order for a
person to perform their role.
·
Those who are not members of the meeting (see list below) must
leave unless it is necessary for them to remain and hear the debate in order to
perform their role.
·
Those who need to be present for one confidential item can remain
only for that item and must leave the room for any other confidential items.
·
In any case of doubt, the ruling of the chairperson is final.
Members of the meeting
·
The members of the meeting remain (all Governing Body members if
the meeting is a Governing Body meeting; all members of the committee if the
meeting is a committee meeting).
·
However, standing orders require that a councillor who has a
pecuniary conflict of interest leave the room.
·
All councillors have the right to attend any meeting of a
committee and councillors who are not members of a committee may remain,
subject to any limitations in standing orders.
Independent Māori Statutory Board
·
Members of the Independent Māori
Statutory Board who are appointed members of the committee remain.
·
Independent Māori Statutory Board
members and staff remain if this is necessary in order for them to perform
their role.
Staff
·
All staff supporting the meeting (administrative, senior
management) remain.
·
Other staff who need to because of their role may remain.
Local Board members
·
Local Board members who need to hear the matter being discussed
in order to perform their role may remain. This will usually be if the
matter affects, or is relevant to, a particular Local Board area.
Council Controlled Organisations
·
Representatives of a Council Controlled Organisation can remain
only if required to for discussion of a matter relevant to the Council Controlled
Organisation.
At the close of
the agenda no apologies had been received.
2 Declaration
of Interest
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.
3 Confirmation
of Minutes
|
That the Community Development and Safety Committee:
a)
confirm the ordinary minutes of its meeting,
held on Thursday, 15 June 2017, as a true and correct
record.
|
4 Petitions
At the close of
the agenda no requests to present petitions had been received.
5 Public Input
Standing Order
7.7 provides for Public Input. Applications to speak must be made to the
Governance Advisor, in writing, no later than one (1) clear working day
prior to the meeting and must include the subject matter. The meeting
Chairperson has the discretion to decline any application that does not meet
the requirements of Standing Orders. A maximum of thirty (30) minutes
is allocated to the period for public input with five (5) minutes
speaking time for each speaker.
At the close of
the agenda no requests for public input had been received.
6 Local Board Input
Standing Order
6.2 provides for Local Board Input. The Chairperson (or nominee of that
Chairperson) is entitled to speak for up to five (5) minutes during this
time. The Chairperson of the Local Board (or nominee of that Chairperson)
shall wherever practical, give one (1) day’s notice of their wish
to speak. The meeting Chairperson has the discretion to decline any
application that does not meet the requirements of Standing Orders.
This right is
in addition to the right under Standing Order 6.1 to speak to matters on the
agenda.
At the close of
the agenda no requests for local board input had been received.
7 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.”
8 Notices of Motion
There were no
notices of motion.
|
Community Development
and Safety Committee
17/08/2017
|
|
Regional
Event Fund Grants Allocation: Round One 2017/2018
File No.: CP2017/14571
Purpose
1. To
allocate the first round of the 2017/2018 Regional Event Fund.
Executive
summary
2. The
Regional Event Fund has a budget of $600,000 for the 2017/2018 year of which
$423,000 is recommended for allocation in the first grant round.
3. Thirty-six
applications totalling $901,040 were received for the first round. Twenty-nine
applications are recommended for funding totalling $333,000.
4. In
previous years, the Arts, Culture and Events Committee approved multi-year
regional event funding for:
· ASB Polyfest -
$50,000 per annum for three years, 2015/2016 – 2017/2018 (ART/2015/45)
· Coca Cola Christmas
in the Park - $40,000 for three years, 2016/2017 – 2018/2019
(ART/2016/27)
Staff have included, in this report,
confirmation of the funding to be provided to these events for 2017/2018 under
the multi-year agreements to show the total amount allocated for this funding
round.
5. This
report recommends that the committee allocates $423,000 funding as follows:
|
Event
|
Funding Allocation
|
|
Bike The Bridge
|
15,000
|
|
Auckland Pride Festival and Parade 2018
|
25,000
|
|
Condor Rugby Football Club
|
10,000
|
|
King of the Bays 2018
|
6,000
|
|
Ending HIV Big Gay Out (BGO)
|
15,000
|
|
Puhinui International Horse Trials
|
15,000
|
|
Toddler Day Out & Great Parenting
Fair 2018
|
10,000
|
|
Harbour Crossing 2017
|
6,000
|
|
The 17th Japan Day 2018
|
10,000
|
|
Te Wiki Hakinakina o Nga Kura Kaupapa
Maori Te Aho Matua
|
7,500
|
|
Te Ahurea tino Rangatiratanga kapahaka
competition
|
25,000
|
|
Auckland International Buskers Festival
|
30,000
|
|
The Auckland Highland Games &
Gathering
|
15,000
|
|
Baseball Confederation of Oceania U15
Championship
|
4,000
|
|
The New Zealand Ukulele Festival
|
10,000
|
|
Auckland Anniversary Day Regatta
|
12,500
|
|
Women's World League Final
|
10,000
|
|
Panasonic People's Triathlon Series
|
9,000
|
|
Skycity Mystics
|
7,500
|
|
Elvis in the Gardens
|
12,000
|
|
2018 Auckland International Track
Challenge
|
7,500
|
|
New Zealand Communities Football Cup (NZCFC)
|
17,500
|
|
New Zealand Taiwan Day 2017
|
10,000
|
|
The Trusts New Zealand Open
|
7,500
|
|
Show Jumping Waitemata World Cup Final
|
10,000
|
|
2018 Korean Day
|
10,000
|
|
Messiah - 100 Hallelujahs
|
2,000
|
|
Mahurangi Regatta
|
4,000
|
|
Auckland Eid day
|
10,000
|
|
|
|
|
Multi-year funding
|
|
|
Coca-Cola Christmas in the Park (year two
of three year agreement)
|
40,000
|
|
ASB Polyfest (year three of three
year agreement)
|
50,000
|
|
|
|
|
Total
|
$423,000
|
|
|
|
6. Staff
recommend that the committee approves a second funding round to distribute the
remaining balance of regional event funding. Staff would accept applications
during October and November 2017, and allocations would be approved at the 15
February 2018 committee meeting. The round will be a general round open to all
applications, but promoting those focused on Events Policy priority areas of
Māori, youth and winter events, and other gaps in the events calendar.
|
Recommendation/s
That the Community Development
and Safety Committee:
a) approve
the following funding allocations from the 2017/2018 Regional Event Fund:
|
Event
|
Funding Allocation
|
|
Bike The Bridge
|
15,000
|
|
Auckland Pride Festival and Parade 2018
|
25,000
|
|
Condor Rugby Football Club
|
10,000
|
|
King of the Bays 2018
|
6,000
|
|
Ending HIV Big Gay Out (BGO)
|
15,000
|
|
Puhinui International Horse Trials
|
15,000
|
|
Toddler Day Out & Great Parenting
Fair 2018
|
10,000
|
|
Harbour Crossing 2017
|
6,000
|
|
The 17th Japan Day 2018
|
10,000
|
|
Te Wiki Hakinakina o Nga Kura Kaupapa
Maori Te Aho Matua
|
7,500
|
|
Te Ahurea tino Rangatiratanga kapahaka
competition
|
25,000
|
|
Auckland International Buskers Festival
|
30,000
|
|
The Auckland Highland Games &
Gathering
|
15,000
|
|
Baseball Confederation of Oceania U15
Championship
|
4,000
|
|
The New Zealand Ukulele Festival
|
10,000
|
|
Auckland Anniversary Day Regatta
|
12,500
|
|
Women's World League Final
|
10,000
|
|
Panasonic People's Triathlon Series
|
9,000
|
|
Skycity Mystics
|
7,500
|
|
Elvis in the Gardens
|
12,000
|
|
2018 Auckland International Track
Challenge
|
7,500
|
|
New Zealand Communities Football Cup
(NZCFC)
|
17,500
|
|
New Zealand Taiwan Day 2017
|
10,000
|
|
The Trusts New Zealand Open
|
7,500
|
|
Show Jumping Waitemata World Cup Final
|
10,000
|
|
2018 Korean Day
|
10,000
|
|
Messiah - 100 Hallelujahs
|
2,000
|
|
Mahurangi Regatta
|
4,000
|
|
Auckland Eid day
|
10,000
|
|
|
|
|
Multi-year funding
|
|
|
Coca-Cola Christmas in the Park (year
two of three year agreement)
|
40,000
|
|
ASB Polyfest (year three of three
year agreement)
|
50,000
|
|
|
|
|
Total
|
$423,000
|
|
|
|
b) approve:
i) the
allocation of remaining regional event funding for 2017/2018 through a second
funding open to all applications, but promoting the Events Policy priority
areas, and
ii) applications
to be received in October/November 2017 and decisions to be made by the
Community Development and Safety Committee in February 2018.
|
Comments
Round two applications and funding
recommendations
7. The
2015-2025 Long-term Plan established a Regional Event Fund budget of $600,000
for 2017/2018 to fund externally organised regional events through a
contestable grants scheme.
8. Applications
for round one of regional event funding for 2017/2018 opened on 1 May 2017 and
closed on 30 June 2017. Events eligible for funding are those occurring between
1 September 2017 and 31 January 2019.
9. Thirty-six
applications were received for the first round totalling $901,040. This
compares with 51 applications for the first round in 2016/2017 totalling
$1,203,371.
Application
assessment
10. Staff
from the Events team assessed each application against regional event funding
prioritisation criteria outlined in the Events Policy. The scores reflected how
well the event aligned with each of the following criteria areas, which are
given a percentage:
· supports key
priorities (12%)
· delivers desired
impacts (12%)
· expands the variety
or range of events on offer (12%)
· level of positive
community benefits generated (10%)
· amount of community
support, involvement and/or active partnerships (12%)
· how effectively run
in the past or how well planned (12%)
· other considerations
(12%) (as outlined in the Events Policy)
· alignment with
Māori priority (8%)
· alignment with youth
priority (8%)
11. An
extract from the Events Policy outlining further detail on the criteria is
provided in Attachment A. Attachment B shows the aggregate overall scores where
the applications are sorted from high to low in terms of score. This was
used as an initial guide to establish where funding might be prioritised.
Summaries of key details from each application, drawn directly from information
provided by applicants, are included in Attachment C.
12. Staff
considered the aggregated assessment scores for each event and also a number of
additional factors to provide funding recommendations. These included:
· whether the
applicant had received significant other funding from council for the same
event
· event budgets
· event plans
· previous event
outcomes
· organiser experience
· accessibility
· whether the event
connected with key Auckland occasions such as Matariki
· regional balance of
events
· a balanced
representation of sporting, arts and cultural themes.
13. The
recommended funding allocations are based on the scores from assessment against
the Events Policy criteria, consideration of the additional factors and
comments from the review panel.
Recommendations
for funding
14. Twenty-nine
events are recommended for funding, with seven proposed to be declined.
15. Some
applications align with priorities for event funding as well as other council
grant funds such as arts and culture and sport and recreation. Overlaps
have been considered and discussed where appropriate to ensure a co-ordinated
approach is taken to the overall provision of council funding to these
events. This means that in some situations grants will be provided from
one funding area and in others the funding may be shared between two areas.
16. Annually,
the reasons for not recommending applications for funding are varied, but fall
mainly in the following areas:
· events with low
participant and/or audience numbers, in most cases less than 500
· events that did not
reflect a good balance between the number of active participants and/or
audience numbers, and the total amount of council funding requested
· events more closely
aligned with priorities for other council grant funds and which did not have
distinctive aspects supporting complementary event funding
· events having
participant development, training and networking as a primary focus
· events that did not
align sufficiently with the scope definition, priorities or desired outcomes
for regional events (including events better classified as local events).
Applications
recommended for funding
17. The
review panel have proposed the following grant allocations for round one as a
balanced response to the Events Policy priorities as outlined in the funding
criteria:
18. In
almost all cases the amount of funding proposed for each event is less than the
amount requested with the average level of grant relative to request being
47%.
19. Event
organisers will generally source revenue from multiple sources such as:
entrance fees, stallholder income, sponsors, other grant funding organisations,
and in some cases other council group funding.
20. Regional
event grants are therefore expected to be only a portion of the funding for an
event. The allocation of funding to each application will take into
account factors such as the degree to which the event aligns with council
policy priorities, the number of attendees expected, the availability of other
funding, as well as the overall level of demand for council funding.
|
Event
|
Funding Requested
|
Funding Allocation
|
|
Bike The Bridge
|
25,000
|
15,000
|
|
Auckland Pride Festival and Parade 2018
|
40,000
|
25,000
|
|
Condor Rugby Football Club
|
20,000
|
10,000
|
|
King of the Bays 2018
|
20,000
|
6,000
|
|
Ending HIV Big Gay Out (BGO)
|
30,000
|
15,000
|
|
Puhinui International Horse Trials
|
50,000
|
15,000
|
|
Toddler Day Out & Great Parenting
Fair 2018
|
30,000
|
10,000
|
|
Harbour Crossing 2017
|
20,000
|
6,000
|
|
The 17th Japan Day 2018
|
20,000
|
10,000
|
|
Te Wiki Hakinakina o Nga Kura Kaupapa
Maori Te Aho Matua
|
15,000
|
7,500
|
|
Te Ahurea tino Rangatiratanga kapahaka
competition
|
25,000
|
25,000
|
|
Auckland International Buskers Festival
|
40,000
|
30,000
|
|
The Auckland Highland Games &
Gathering
|
27,000
|
15,000
|
|
Baseball Confederation of Oceania U15
Championship
|
20,000
|
4,000
|
|
The New Zealand Ukulele Festival
|
20,000
|
10,000
|
|
Auckland Anniversary Day Regatta
|
25,000
|
12,500
|
|
Women's World League Final
|
25,000
|
10,000
|
|
Panasonic People's Triathlon Series
|
15,000
|
9,000
|
|
Skycity Mystics
|
20,000
|
7,500
|
|
Elvis in the Gardens
|
30,000
|
12,000
|
|
2018 Auckland International Track
Challenge
|
17,500
|
7,500
|
|
New Zealand Communities Football Cup
(NZCFC)
|
35,000
|
17,500
|
|
New Zealand Taiwan Day 2017
|
20,000
|
10,000
|
|
The Trusts New Zealand Open
|
20,000
|
7,500
|
|
Show Jumping Waitemata World Cup Final
|
20,000
|
10,000
|
|
2018 Korean Day
|
20,000
|
10,000
|
|
Messiah - 100 Hallelujahs
|
25,000
|
2,000
|
|
Mahurangi Regatta
|
6,000
|
4,000
|
|
Auckland Eid day
|
26,000
|
10,000
|
|
Total
|
$706,500
|
$333,000
|
21. Of
the 31 events recommended for funding (including multi-year grants), 15 are
sports and recreation related while 16 are connected with arts, culture and
community.
22. The
graph below shows the geographic spread of applications proposed for funding:
Applications
recommended for decline
23. The
table below shows the seven events staff recommend the committee decline, with
reasons for that recommendation:
|
Events
not recommended for funding
|
|
Organiser
/ Event
|
Reason
not recommended
|
|
NZ Sculpture
OnShore Ltd
/ NZ
Sculpture OnShore
Friends of
the Auckland Botanic Gardens
/ Sculpture
in the Gardens 2017-2018 (SitG)
|
The region is
served by a number of sculpture events with apparent existing financial
sustainability with an ability to draw in support from sponsors and other
funders plus achieving revenue on sales.
The events
have demonstrated an ability to operate without regional event funding on
previous occasions and have been able to access local board grant funding
Staff believe
that given the current level of supply of sculpture events there is not a
strong imperative for providing regional event funding.
It could also
be argued that the sculpture events are more in the nature of outdoor arts
activities rather than events given that they operate over an extended
timeframe. This is especially the case with Sculpture in the Gardens which runs
for three and a half months, Alignment with priorities for other areas of
council funding may therefore be higher.
Previously it
has been indicated when declining sculpture applications that it was
difficult to identify a basis on which any particular event should be funded
and not others.
|
|
Auckland
Regional Migrant Services Charitable Trust
/ ARMS
Diversity Events
|
A series of
events individually of a relatively small scale. Activities are participatory
and more in the nature of community development.
|
|
The Parenting
Place
/ National
Young Leaders Day (NYLD)
|
This event
has a youth development focus, an area which is currently not being
prioritised for event funding. Events of a similar nature have been declined
in previous funding rounds.
|
|
Polo Events
Ltd
/ Heineken
Urban Polo
|
Ticketed
event with alternative revenue sources.
|
|
New Zealand
Sikh Women’s Association (Inc.)
/ Celebrating
Diversity in Multi Ethnic Way
|
Not
prioritised for funding due to its relatively small scale.
|
|
Auckland
Resettled Community Coalition (ARCC)
/ Auckland
Resettlement Sector Annual Summit
|
Event with a
community development focus, participatory rather than audience focussed and
relatively small scale. Events of this nature are not prioritised in terms of
the Events Policy scope.
|
Round two funding
process
24. If
the proposed funding allocations for round one are approved, a balance of
$177,000 is available for distribution in a second funding round.
25. Last
year the second round targeted events in the policy priority areas of
Māori, youth and winter events, and other gaps in the event calendar.
26. For
2017/2018 it is proposed that the second round be a general round open to all
applications, but still highlight these policy priority areas and reflect this
in the promotion of the round, assessment scoring, and funding decision making.
27. This
change isn’t intended to reduce the emphasis on the policy priority
areas, but to allow more flexibility for applicants in timing of their
applications and to balance demand and allocations across the two rounds.
28. The
timing of the second round will support funding of groups interested in
participating in the Matariki Festival planned for 30 June - 22 July 2018.
Should the committee approve the recommendation for funding round two; the
Events team will coordinate promoting this funding with the Arts and Culture
unit.
29. A
proposed timetable for the second round is:
· 1 October - 30
November 2017 – online applications open
· 15 February 2018
– Community Development and Safety Committee approval.
Multi-Year funding
30. The
Arts, Culture and Events Committee at previous meetings has approved multi-year
regional event funding approved for:
· ASB Polyfest -
$50,000 per annum for three years, 2015/2016 – 2017/2018 (ART/2015/45)
· Coca-Cola Christmas
in the Park - $40,000 for three years, 2016/2017 – 2018/2019
(ART/2016/27)
31. This
report does not recommend that further multi-year funding agreements to be
established this year as the two existing agreements totalling $90,000
currently reserve 15% of the available funding. Additional multi commitments
would reduce flexibility in meeting demand from other applicants.
Consideration
Local
board views and implications
32. Local
boards were consulted on, and contributed to, the development of the Events
Policy. The administrative process associated with the assessment and
allocation of the regional event fund applies principles and criteria outlined
within the policy.
33. Regional
event funding occurs in parallel with, and is complementary to, local event
funding rounds operated by local boards. Regional events are generally
larger events and local events of a smaller scale. Regional and local
interests can on occasion overlap and result in events receiving funding from
both sources but supporting different desired funding outcomes.
Māori
impact statement
34. The
regional events element of the policy recognises a responsibility to engage and
build relationships with Māori stakeholders in designing, planning and
delivering regional events of mutual interest.
35. The
Regional Events Fund provides an opportunity to grant funds to achieve
Māori outcomes. The events action plan also places a particular focus on
support for Māori events in the context of a diverse, balanced region-wide
programme. This priority is indicated in fund information and guides to
encourage applications for Māori events.
36. The
following table provides comparative analysis of regional event funding
provided to events having a Māori focus (events having significant
Māori content, participation and/or audience):
|
Regional
Event Fund Grants
|
2017/2018
|
2016/2017
|
2015/2016
|
|
|
Round 1
Proposed
|
Round 2
|
Round 1
|
Round 2
|
Round 1
|
|
All applications funded (including multi-year)
· number
|
31
|
12
|
38
|
20
|
32
|
|
Applications funded with a Māori focus
· number
· value
· % of total round value
|
3
$82,500
20%
|
6
$59,000
50%
|
5
$74,000
15%
|
13
$149,900
78%
|
6
$86,000
22%
|
37. A
second funding round is proposed for 2017/2018 which will promote the Events
Policy priority areas and includes Māori events. The timing of this
round provides an opportunity to support groups interested in participating in
the 2018 Matariki Festival.
Implementation
38. Following funding approval staff will administer funding agreements
for recipients and will distribute funding once applicants have signed the
agreements.
Attachments
|
No.
|
Title
|
Page
|
|
a⇩ 
|
Event Policy – Regional Event Fund
Prioritisation Criteria
|
17
|
|
b⇩ 
|
Regional Event Fund Grant Summary Schedule
|
19
|
|
c⇩ 
|
Regional Event Funding Application Summaries
|
21
|
Signatories
|
Author
|
David McIntosh - Senior Business Advisor
|
|
Authorisers
|
Graham Bodman - General Manager Arts, Community and
Events
Ian Maxwell - Director Community Services
|
