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, 19 October 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
15 February
2018
|
|
Regional
Event Fund Grants Allocation 2017/2018 – Round Two, Strategic Priorities
File No.: CP2018/00524
Te take mō te pūrongo / Purpose of the report
1. To allocate funding through the second grant round for the 2017/2018
Regional Event Fund.
Whakarāpopototanga matua / Executive summary
2. On
17 August 2017 the Community Development and Safety Committee approved the
allocation of the remaining 2017/2018 regional event funding to a second
funding round (COM/2017/36).
The second round was to be open to all applications but promoting the following
Events Policy priority areas:
· Māori
· youth events
· winter/low season
events
· other gaps in the
event calendar (focusing on Pasifika and diverse communities).
3. The
total amount available for distribution is $147,000.
4. Staff received fifteen applications totaling $307,929 for the second
round. Staff recommend 14 applications for funding totaling $147,000 based on
assessment against Events Policy funding criteria.
|
Ngā tūtohunga / Recommendation/s
That the Community Development
and Safety Committee:
a) approve
the following funding allocations from the 2017/2018 Regional Event Fund,
which are listed according to application number:
|
Event
|
Funding Allocation
|
|
InterACT 2018!
|
14,000
|
|
Mela Trinjana Da 2018
|
5,000
|
|
NZ Rugby League 2018 National Secondary
Schools Tournament
|
12,000
|
|
Tempo Dance Festival 2018 community
engagement events and activities
|
20,000
|
|
Iwi of Origin 2018
|
15,000
|
|
M2M 2019
|
10,000
|
|
Te Whare Tapere o Matariki
|
10,000
|
|
Mauri Toa Wānanga
|
4,000
|
|
InMotion Matariki 2018
|
17,000
|
|
Auckland Regional Waka Ama Sprint
Championship
|
9,000
|
|
2018 Pacific Music Awards
|
12,000
|
|
Condor Sevens- National Secondary
School Sevens Finals
|
10,000
|
|
Waiheke Jazz, Arts and Music Festival
2018
|
5,000
|
|
Walk the Line
|
4,000
|
|
Total
|
$147,000
|
|
Horopaki / Context
5. 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.
6. On
17 August 2017 the Community Development and Safety Committee allocated
$453,000 to event grant applications in the first 2017/2018 funding round (COM/2017/36).
7. The
committee resolved to allocate the remaining balance of $147,000 for 2017/2018
regional event funding to a second round to be open to all applications but
promoting the Events Policy priority areas (COM/2017/36).
8. Staff received fifteen applications for the second round totaling
$307,269. This compares with 23 applications for the second round in 2016/2017
totaling $260,025.
Tātaritanga me ngā tohutohu / Analysis and advice
Application
assessment
9. Staff
from the events team and one independent assessor with events experience
assessed each application against regional event funding prioritisation
criteria outlined in the Events Policy. Scores reflected how well the event
aligned with each of the following criteria areas with the percentages shown
indicating weighting applied to each area:
· aligns with five
strategic priorities – Māori (7.5%), youth events (7.5%), winter/low
season events (7.0%), and other gaps in the event calendar focusing on Pasifika
(7.5%) and diverse communities (7.5%)
· supports key
priorities (9%)
· delivers desired
impacts (9%)
· expands the variety
or range of events on offer (9%)
· level of positive
community benefits generated (9%)
· amount of community
support, involvement and/or active partnerships (9%)
· how effectively run
in the past or how well planned (9%)
· other considerations
(9%) (as outlined in the Events Policy and including matters such as numbers
attending, accessibility, event sustainability).
10. 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.
11. 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
· 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.
12. 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.
Applications
recommended for funding
13. Staff
recommend 14 events for funding, with one proposed to be declined.
14. Some
applications align with priorities for event funding as well as other council
grant funds such as arts and culture and sport and recreation. Where
appropriate staff considered and discussed overlaps 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 grant fund, and in others the funding may be shared between two or more
grant funds.
15. The
review panel considered a range of criteria to allocate event funding, as
referred to in paragraphs nine and 11. One set of criteria is whether the
events align with strategic priorities. The table below lists the recommended
events for funding, highlighting each event’s alignment with the Events
Policy strategic priorities as outlined in the funding criteria. The events are
listed according to application number:
|
Events Recommended for Funding
|
|
Event
|
Alignment with Strategic Priorities
|
Requested Funding
|
Recommended Funding
|
|
InterACT 2018!
|
Youth, Diverse Communities
|
18,000
|
14,000
|
|
Mela Trinjana Da 2018
|
Youth, Diverse Communities
|
22,079
|
5,000
|
|
NZ Rugby League 2018 National Secondary
Schools Tournament
|
Māori, Pasifika, Youth
|
40,000
|
12,000
|
|
Tempo Dance Festival 2018 community
engagement events and activities
|
Māori, Pasifika, Youth, Low Season, Diverse Communities
|
24,750
|
20,000
|
|
Iwi of Origin 2018
|
Māori, Youth, Low Season
|
20,000
|
15,000
|
|
M2M 2019
|
Māori, Youth, Diverse Communities
|
15,000
|
10,000
|
|
Te Whare Tapere o Matariki
|
Māori , Youth, Low Season, Diverse Communities
|
12,000
|
10,000
|
|
Mauri Toa Wānanga
|
Māori, Youth
|
12,100
|
4,000
|
|
InMotion Matariki 2018
|
Māori, Pasifika, Youth, Low Season, Diverse Communities
|
40,000
|
17,000
|
|
Auckland Regional Waka Ama Sprint
Championship
|
Māori, Pasifika, Youth
|
9,000
|
9,000
|
|
2018 Pacific Music Awards
|
Pasifika
|
20,000
|
12,000
|
|
Condor Sevens- National Secondary School
Sevens Finals
|
Māori, Pasifika, Youth
|
30,000
|
10,000
|
|
Waiheke Jazz, Arts and Music Festival
2018
|
Youth, Diverse Communities
|
15,000
|
5,000
|
|
Walk the Line
|
Youth
|
10,000
|
4,000
|
|
Total
|
|
$287,929
|
$147,000
|
16. The
alignment of events with strategic priorities shown in the table above is drawn
from grant applications. In the assessment process the degree of
alignment is considered and forms part of the overall funding prioritisation
score.
17. Of
the 14 events recommended for funding, six are sports related while eight are
connected with arts and culture.
18. The
graph below shows the geographic spread of applications proposed for funding:
Applications
recommended for decline
19. 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).
20. The
table below shows the one event staff recommend the committee decline, with
reasons for that recommendation:
|
Events
Not Recommended for Funding
|
|
Event
|
Reason
Not Recommended
|
|
World
School Sevens
|
A
grant for the well established national secondary school sevens is proposed
in this funding round. Funding the World School Sevens in addition to the
national event would result in a disproportionate concentration of support in
one particular sport.
|
Ngā whakaaweawe ā-rohe me ngā tirohanga a te
poari ā-rohe /
Local impacts and local board views
21. 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.
22. Regional event funding occurs in parallel with, and is complementary
to, local event funding rounds operated by local boards.
Tauākī whakaaweawe Māori / Māori impact
statement
23. 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.
24. The
Regional Events Fund provides an opportunity to grant funds to achieve
Māori outcomes. The events action plan in the Events Policy 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.
25. Māori
events have been highlighted as one of the strategic priorities for the second
funding round. 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). The
number of events listed in this table is lower than the number of event
applications where the applicant has listed a Māori focus. This is
due to a higher threshold being applied in the assessment process to meet this
criteria.
|
Regional
Event Fund Grants
|
2017/2018
Round 2
Applications proposed for funding
|
2017/2018
Round 1
|
2016/2017
Round 2
|
2016/2017
Round 1
|
|
All
applications funded (including multi-year)
· number
|
14
|
32
|
12
|
38
|
|
Applications
funded with a Māori focus
· number
· value
· % of total round
value
|
5
$48,000
33%
|
3
$82,500
18%
|
6
$59,000
50%
|
5
$74,000
15%
|
26. The five
events considered to have a Māori focus in 2017/2018
round two are:
· Iwi of Origin 2018
· M2M 2019
· Te Whare Tapere o Matariki
· Mauri Toa Wānanga
27. Auckland Regional Waka Ama Sprint Championship.
Ngā ritenga ā-pūtea / Financial implications
28. Funding of
the proposed grants totalling $147,000 allocates the remaining balance in the
2017/2018 Regional Event Fund budget of $600,000.
29. Grants are
allocated to events which support outcomes and align with funding priorities
and criteria outlined in the Events Policy (refer to paragragh 8). Realisation
of funding benefits will be associated with the successful delivery of events.
Ngā raru tūpono / Risks
30. There is a
risk that events will not be successfully delivered in accordance with event
plans submitted in grant applications. Staff mitigate this risk through
the evaluation process by considering the experience of event organisers and
prior experience of holding the event.
31. In many cases
council is one of a number of funders of an event and the ability of event
organisers to raise funding from multiple sources increases confidence based on
the independent assessment of other funders.
Ngā koringa ā-muri / Next steps
32. Following funding approval, staff will initiate the development of
funding agreements for recipients and the distribution of funding will commence
once agreements have been signed by the applicants.
Ngā
tāpirihanga / Attachments
|
No.
|
Title
|
Page
|
|
a⇩ 
|
Event Policy – Regional Event Fund
Prioritisation Criteria
|
15
|
|
b⇩
|
Regional Event Fund Grant Summary Schedule
|
17
|
|
c⇩ 
|
Regional Event Funding Application Summaries
|
19
|
Ngā kaihaina / Signatories
|
Authors
|
David McIntosh - Senior Business Advisor
|
|
Authorisers
|
Graham Bodman - General Manager Arts, Community and
Events
Ian Maxwell - Director Community Services
|
