Community Development Committee Agenda

Transcription

1 Community Development Committee Agenda Date: Thursday, 12 April, 2018 Time: Location: Elected Members: 9:00 am Council Chamber Forum North, Rust Avenue Whangarei Cr Cherry Hermon (Chairperson) Her Worship the Mayor Sheryl Mai Cr Stu Bell Cr Gavin Benney Cr Vince Cocurullo Cr Crichton Christie Cr Tricia Cutforth Cr Shelley Deeming Cr Sue Glen Cr Phil Halse Cr Greg Innes Cr Greg Martin Cr Sharon Morgan Cr Anna Murphy For any queries regarding this meeting please contact the Whangarei District Council on (09)

2 Pages 1. Declarations of Interest 2. Apologies 3. Confirmation of Minutes of Previous Community Development Committee Meeting 3.1 Open Minutes Community Development Committee 8 March Decision Reports 5. Information Reports 5.1 Hihiaua Update The Implementation of Radio-frequency identification (RFID) in Whangarei Libraries 5.3 Community Capital Projects Report for the month ending 28 February Northland Civil Defence Emergency Management Group Meeting 6 March Operational Report April Public Excluded Business 6.1 Closed Minutes Community Development Committee 8 March Closure of Meeting

3 1 Community Development Committee Terms of Reference Membership Chairperson: Members: Meetings: Councillor Cherry Hermon Her Worship the Mayor Sheryl Mai Councillors Stu Bell, Gavin Benney, Crichton Christie, Vince Cocurullo, Tricia Cutforth, Shelley Deeming, Sue Glen, Phil Halse, Greg Innes, Greg Martin, Sharon Morgan, Anna Murphy Monthly Quorum: 7 Purpose: To oversee functions of Council that interact, support and provide services for the community. Key responsibilities include: Policy and planning for the provision of community culture, arts and events. District venues and community events Libraries Community services - Community sector liaison and support (Advisory Groups) - Community safety (City Safe, CCTV) Pensioner Housing Property Asset Management - Pensioner housing - Forum North, Marinas - Airport - Forestry - Community Halls Civil Defence Emergency Management Museum / Art Museum liaison Heritage, Culture, Arts and Creative Industries sector liaison Village Planning Shared Services investigate opportunities for Shared Services for recommendation to council.

4 2 Delegations (i) All powers necessary to perform the committee s responsibilities, including, but not limited to: (a) (b) (c) (d) (e) (f) approval of a submission to an external body. establishment of working parties or steering groups. the approval of expenditure of less than $5 million plus GST. power to establish subcommittees and to delegate their powers to that subcommittee. the power to adopt the Special Consultative Procedure provided for in Section 83 to 88 of the LGA in respect of matters under its jurisdiction (this allows for setting of fees and bylaw making processes up to but not including adoption). the power to delegate any of its powers to any joint committee established for any relevant purpose under clause 32, Schedule 7 of the Local Government Act 2002 (LGA).

5 3 1 Community Development Committee Meeting Minutes Date: Time: Location: In Attendance Not in Attendance Also present: Thursday, 8 March, :00 a.m. Council Chamber Forum North, Rust Avenue Whangarei Cr Cherry Hermon (Chairperson) Cr Stu Bell Cr Gavin Benney Cr Vince Cocurullo Cr Crichton Christie Cr Tricia Cutforth Cr Sue Glen Cr Phil Halse Cr Greg Innes Cr Greg Martin Cr Anna Murphy Her Worship the Mayor Sheryl Mai Cr Shelley Deeming Cr Sharon Morgan David Laird (Chairman), Alistair McIntyre, Nadia Morgan, Steven Waite, Time Watson, Shannon Morgan (Special Olympics Whangarei) Scribe C Brindle (Senior Democracy Adviser) 1. Declarations of Interest Public excluded Item 1.1 Special Event 2. Apologies Her Worship the Mayor, Crs Shelley Deeming and Sharon Morgan (absent) Cr Tricia Cutforth (late arrival) Moved By Cr Sue Glen Seconded By Cr Anna Murphy

6 4 2 That the apologies be sustained. Carried 3. Confirmation of Minutes of Previous Community Development Committee Meeting 3.1 Minutes Community Development Committee meeting 8 February 2018 Moved By Cr Vince Cocurullo Seconded By Cr Greg Martin That the minutes of the Community Development Committee meeting held on Thursday 8 February 2018, having been circulated, be taken as read and now confirmed and adopted as a true and correct record of proceedings of that meeting. Carried 4. Decision Reports 5. Information Reports 5.1 Special Olympians Presentation Moved By Cr Greg Innes Seconded By Cr Vince Cocurullo That the Community Development Committee notes the presentation from Special Olympics Whangarei. Carried Cr Tricia Cutforth joined the meeting at 9.15am during Item Operational Report - Community Group Moved By Cr Greg Innes Seconded By Cr Greg Martin That Community Development Committee notes the Operational Report for January Carried 5.3 Community Capital Projects Report for month ending 31 January 2018

7 5 3 Moved By Cr Greg Innes Seconded By Cr Crichton Christie That the Community Development Committee note the Community Capital Projects Report for the month ending 31 January Carried 6. Public Excluded Business Moved By Cr Greg Martin Seconded By Cr Vince Cocurullo That the public be excluded from the following parts of proceedings of this meeting. The general subject of each matter to be considered while the public is excluded, the reason 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 are as follows: General subject of each matter to be considered Reason for passing this resolution in relation to each matter 1.1 Special Event Good reason to withhold information exists under Section 7 Local Government Official Information and Meetings Act 1987 Ground(s) under Section 48(1) for passing this resolution Section 48(1)(a) This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public, are as follows: Item Grounds 1.1 To enable the Council to carry on without prejudice or disadvantage negotiations (including commercial and industrial negotiations). Section Section (7(2)(i) Carried 7. Closure of Meeting The meeting concluded at 9.58am.

8 6 4 Confirmed this 12 th day of April 2018 Councillor Cherry Hermon (Chairperson)

9 7 5.1 Hihiaua Update Meeting: Community Development Committee Date of meeting: 12 April 2018 Reporting officer: Sandra Boardman General Manager Community 1 Purpose To brief the Committee on progress on Stage 1 of the Hihiaua Cultural Centre, introduce the high-level plans for Stage 2 and discuss alignment with the Councils Long Term Plan. 2 Recommendation/s That the Community Development Committee notes the presentation on the Hihiaua Cultural Centre by Richard Drake. 3 Background The Hihiaua Trust last presented to Council on 7 December Subsequently the Trust was awarded $1 million through the Governments Provincial Growth Fund, which enabled the Stage 1 development of the Hihiaua Cultural Centre to go live. The Trust expects to meet the conditions set for accessing the Councils $500,000 grant within the next month or so The Trust has now begun planning and fund raising for Stage 2 of the Centre, which includes a spacious welcoming area, display and performance venue with seating capacity of over 700. The Trust notes that the 2015 to 2025 Long Term Plan includes an allocation of $10 million towards a new theatre/ expo/ conference centre and wishes to explore alignment with the vision for stage 2 of the Hihiaua Cultural Centre. 4 Significance and engagement The decisions or matters of this Agenda do not trigger the significance criteria outlined in Council s Significance and Engagement Policy, and the public will be informed via Agenda publication on the website.

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11 9 5.2 The Implementation of Radio-frequency identification (RFID) in Whangarei Libraries Meeting: Community Development Committee Date of meeting: 12 April 2018 Reporting officer: Paula Urlich Manager Libraries 1 Purpose To provide information on causes and effects of the implementation of RFID in Whangarei Libraries. 2 Recommendation That the Community Development Committee notes the attached information on the implementation of RFID in Whangarei Libraries 3 Significance and engagement The decisions or matters of this Agenda do not trigger the significance criteria outlined in Council s Significance and Engagement Policy, and the public will be informed via the Agenda publication on the website, Council News and Facebook. 4 Attachment 1. The Implementation of RFID in Whangarei Libraries 2. Whangarei Libraries RFID Presentation

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13 11 The Implementation of RFID In Whangarei Libraries Background In September 2017 Whangarei Libraries installed RFID (Radio Frequency Identification) at all branches including the mobile. RFID enables the checking out and checking in of multiple items simultaneously as well as functioning as a mechanism for stock taking and collection management. At Central and the branches customers are able to borrow items using self checkout machines. There are two main reasons why libraries have been very enthusiastic about introducing RFID: Less manual handling by staff thereby lessening the likelihood of RSI injuries Staff have more time to focus on the delivery of library services to the community Budget The Capex budget for the project was $205,000 all of which was spent. Current Situation Post RFID installation the three service desks at Central have been reduced to two with one upstairs and one downstairs. Any remaining circulation functions are carried out at the downstairs information desk. We continue to spend time showing customers how to use the self checkout machines particularly how to borrow rental items and pay for fees and charges. There are also a number of items held behind the information desk which means customers need to ask for these and they cannot be borrowed using the self checkouts. The rationale behind this is these are items most likely to be stolen if kept on the open shelves. However it is common practice now for libraries to make all items able to be taken out on the self checkouts as it is acknowledged there will always be items which go missing. With RFID we can now identify items which have been taken from the library but not checked out and are able to see if any particular item type is most likely to go missing. Allocation of Hours In practical terms we now have eight hours per day which were allocated to the circulation desk and are now used by a dedicated roving librarian. whose job it is to circulate through the library answering customer enquiries and assisting library staff as and when required. This is a valuable resource which extends our level of customer service as we can help people on the spot. We have found there are a number of customers who find it more convenient and are more comfortable with approaching a staff member with their enquiries face to face rather than across a desk. We are also still at the stage of assisting customers with using the new technology particularly in regard to payments so the roving librarian spends a considerable amount of time in this regard. It is probably worth mentioning that there is no change of staff at the branches as they are sole charge positions. Future Plans As mentioned one of the main reasons for introducing RFID was for staff to spend less time checking in and checking out items and focus on extending the quality and quantity of library services. The variety of services we could offer is limitless but for now our priorities have been identified as below.

14 12 Activity Number of Hours Weekly Cataloguing 10 Collection 10 Management Mobile Services 4.5 Heritage Team 15 Digitisation 5 Computer classes 5 These hours are obviously more than are currently available so are meant as a guideline of our intentions and as time goes on we are hoping for 70 80% use of the self checkouts which will give us the flexibility to reallocate the time saved. RFID has the facility for items to be checked in by customers thereby eliminating the need for this to be a task performed by staff and it is something we are planning for in the not too distant future. The other piece of equipment we are interested in is a sorter which sorts items as they come through the return slots. This is more of a long term project dependent on budget. An additional feature of RFID is the stock taking and collection management component. Traditionally libraries have avoided stock taking as the time and effort required was not considered cost effective in relation to the outcomes. However, with RFID the exercise is greatly simplified and consists of using a scanner to identify missing and misplaced items. The advantage of this is better management of the collections and a more accurate record of the items held in the collections. Conclusion The introduction of RFID to Whangarei Libraries has been successful in achieving the desired outcomes of allowing staff more time to interact with customers and lessening the physical workload of staff. The anticipated future increase in use of RFID will result in the library being in a position to offer more community based activities and events.

15 13 WHANGAREI LIBRARIES RFID Programme Rollout

16 14 How does it work? Radio Frequency Identification uses a form of wireless technology Analogous to a barcode, but no precise alignment required Technology in Libraries since mid 1990s RFID can be read through many books Used in global logistics, libraries, and cats

17 15 What are the benefits? More time for staff to interact with customers Faster turnaround times for customers Less likelihood of RSI injuries during handling Allows for adoption of advanced technical solutions into the future

18 16 Demo: What does it do? Checks in/out multiple items at a time

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20 18 Demo: What does it do? Checks out multiple items at a time Automatic bookdrop returns through smart-chutes

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22 20 What are the benefits? More time for staff to interact with customers, More space for Library users to sit, and enjoy Systems are the best of both worlds, self service & customer service.

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24 22 What are the benefits? More time for staff to interact with customers, More space for Library users to sit, and enjoy Systems are the best of both worlds, self service & customer service.

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26 24 How Often are the Self Checkouts Used? 80 Self Checkout Percentages Oct-17 Nov-17 Dec-17 Jan-18 Feb-18 Central Percentage self checkouts Kamo Percentage self checkouts Onerahi Percentage self checkouts Tikipunga Percentage self checkouts

27 25 What are other benefits? Video: Self checkout machines supporting payment of items

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29 27 What are other benefits? Video: Cash payment is also straightforward

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31 29 What are other benefits? Self-issue machine can open securely locked DVD cases Video: Self check machine opening case.

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33 31 What are other benefits? Library users enjoy the new systems! Video: Library users using new selfcheck machines

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35 Community Capital Projects Report for month ending 28 February 2018 Meeting: Community Development Committee Date of meeting: 12 April 2018 Reporting officer: Sandra Boardman General Manager Community 1 Purpose To provide the Community Capital Projects Report for the month ending 28 February Recommendation/s That the Community Development Committee note the Community Capital Projects Report for the month ending 28 February Background This Report provides an update on Community Capital Projects expenditure to date compared to budget, as well as the forecast spend for the year and carry forwards against budget 4 Discussion The Capital Projects expenditure for Community as at 28 February 2018 is currently $736k less than budget. Community is forecasting to spend a total of $2.37m against the $2.40m budget, with carry forwards of $84k forecast for Venues and Events to the next financial year. Libraries: The variance in the Book Purchases budget is due the ordering of books on a regular basis throughout the year with payment depending on when the items are received. The variance in the Mobile Bus Replacement will be used for minor adjustments to the vehicle. The IT Upgrade and Library Improvement projects are on schedule and will be completed within budget. Venues and Events: These projects are yet to get underway, but are expected to be completed within the current financial year. Forum North: Annual maintenance work was carried out during a shut down period in January. The remaining projects are yet to get underway, but are expected to be completed within the current financial year.. Northland Events Centre: In the process of being worked through with the Northland Events Centre Trust Board prior to approval and planned execution. Community Property Pensioner Housing Renewals & Improvements Pensioner Housing shows $221k of unspent budget for this period. This is due to vacancies of units not

36 34 occurring as forecasted. However, after Christmas several units have become vacant that require refurbishment. We are also waiting for some settled weather for concreting of new paths and the establishment of new parking areas. We are currently forecasting to meet budget by year end. Community Buildings Renewals & Improvements The YTD $24k surplus is due to work being re-prioritised. This has meant that capital projects have been deferred, in particular for 116 Bank Street, as more urgent maintenance work has been completed such as resurfacing the roof at Kamo Hall and repairs at the Old Municipal Building. We are currently in the process of calling for quotations now for re-roofing of a portion of 116A Bank St (Company of Giants) with an estimated $32k value. This work will be completed by 30 June CCTV Upgrades and Improvements The stated underspend of $48k YTD is a timing issue, this budget has been committed and is due for completion by June. These projects are the Hatea Loop walkway CCTV completion, the Reyburn House Starlight camera installation, ducting projects for connecting fibre optics from Forum North to the Police Station for the Kamo walkway. The forecast has been updated since the January financial report was run and is now forecast to be overspent by $11k for the year. 5 Significance and engagement The decisions or matters of this Agenda do not trigger the significance criteria outlined in Council s Significance and Engagement Policy, and the public will be informed via agenda publication on the website. 6 Attachments Community Capital Projects Report for the month ending 28 February 2018

37 35 COMMUNITY CAPITAL PROJECTS REPORT AS AT 28 February 2018 (Figures include both Operating and Capital Expenditure) Actual YTD Revised Budget YTD Variance YTD Full Year Forecast Full Year Revised Budget Forecast (Underspent )/ Overspent Forecast Carry Forwards Total (Underspent )/ Overspent $000 $000 $000 $000 $000 $000 $000 $000 Community Facilities & Services Community Development CCTV Upgrades & Improvements (42) (14) 0 (14) Community Buildings Renewals & Improvements (24) Pensioner Housing Renewals & Improvements (233) (0) 0 (0) Community Development Total (300) (14) 0 (14) Libraries Book Purchases (85) Furniture Renewals IT Equipment Replacement (36) (0) 0 (0) Library Improvements (25) (25) 0 (25) Mobile Bus Replacement 3 7 (3) Libraries Total (149) (24) 0 (24) Venue and Events Whangarei FN Venue - Catering Kitchen Upgrades 0 9 (9) FN Venue - Conference Centre Upgrades 0 47 (47) FN Venue - Electrical Distribution Upgrades 0 26 (26) FN Venue - Entrance/ Lighting Enhancements 3 24 (21) FN Venue - Furniture Upgrades 0 19 (19) FN Venue - Health & Safety Upgrades 0 15 (15) FN Venue - Theatre Technical Equipment Upgrades 0 72 (72) NECT - Exterior General Renewals (8) NECT - Floor Covering Renewals 0 40 (40) NECT - Interior General Renewals 0 27 (27) Venue and Events Whangarei Total (284) Community Facilities & Services Total 764 1,496 (732) 2,313 2,348 (35) Support Services Civil Defence Civil Defence Emergency Management Equipment Rene 0 11 (11) (4) 0 (4) 1 of 2

38 36 Civil Defence Emergency Management New Equipment Emergency Operations Centre - New Equipment 2 3 (1) 0 3 (3) 0 (3) Tsunami Signage Tsunami Sirens New Tsunami Sirens Renewals (8) 0 (8) Civil Defence Total (4) (7) 0 (7) Community Development Residential Property Renewals & Improvements Community Development Total Support Services Total (4) (7) 0 (7) Total 774 1,510 (736) 2,367 2,408 (41) of 2

39 Northland Civil Defence Emergency Management Group Meeting 6 March 2018 Meeting: Community Development Committee Date of meeting: 12 April 2018 Reporting officer: Victoria Randall, Civil Defence Emergency Management Officer, Whangarei District 1 Purpose The purpose of this report is to update the Community Development Committee on the discussions at the 6 March Northland CDEM Group meeting, of which Her Worship the Mayor is the Council representative. 2 Recommendation That the Committee note the agenda item Northland CDEM Group Meeting 6 March Background Her Worship the Mayor is the Council representative on the Northland CDEM Group. The Group meet quarterly, this report is to update the Committee on Civil Defence Emergency Management for the district and across the region. The unconfirmed minutes of the 6 March meeting are attached, with an overview of points of interest in the discussion. 4 Discussion The Northland CDEM Group Membership was discussed and alternate representatives identified to maintain a quorum at future meetings. Councilor Sue Glen is Her Worship the Mayor Sheryl Mai s alternative on the Northland CDEM Group. The Civil Defence Minister, Hon Kris Faafoi alongside LGNZ intend to meet with district council Mayors and Chief Executives to discuss the findings and recommendations of the Technical Advisory Groups Report on the Ministerial Review on Better Responses to Natural Disasters and Other Emergencies. A team from the Department of Prime Minister and Cabinet are working on the Technical Advisory Group s recommendations and the government s response to the report.

40 38 The Far North District Council has committed to joining the Northland Civil Defence Emergency Management shared service agreement. In the near future, all district councils will then be part of a civil defence shared service in Northland. Sandra Boardman and Sue Hodge were approved and appointed as Local Controllers for the Whangarei District Council, bringing the number of council local controllers to five, enhancing capacity in leading emergency responses. The Northland CDEM Group intend to strengthen the CDEM shared services in the future. Controllers and public information management is to be streamlined for the region. The Group are also currently recruiting a Northland Group Recovery Manager, who will assist the council with its CDEM recovery responsibilities. 5 Significance and engagement The decisions or matters of this Agenda do not trigger the significance criteria outlined in Council s Significance and Engagement Policy, and the public will be informed via Agenda publication on the website. 6 Attachment The Northland CDEM Group Meeting Minutes, 6 March 2018

41 39 Northland Civil Defence Emergency Management Group Minutes of the Northland Civil Defence Emergency Management Group Meeting, held in the Council Chamber, Northland Regional Council, 36 Water Street, Whangārei, on Tuesday, 6 March 2018 commencing at am Members Present: Far North District Council Cr C Kitchen (Chair) Whangarei District Council Mayor S Mai Northland Regional Council Cr R Stolwerk Kaipara District Council Cr Anna Curnow Advisors/Observers Present: NZ Police Insp. M Ruth Fire and Emergency New Zealand Mr B Mosby Ministry of Civil Defence & Emergency Management Mr J Titmus In Attendance: Apologies Moved (Stolwerk/Mai) Northland Regional Council Mr T Phipps Northland Regional Council Ms T Capp Northland Regional Council Mr M Nicolson Northland Regional Council Mr G Macdonald Northland Regional Council Ms S Morgan Northland Regional Council Mrs C Nyberg Northland Regional Council Ms S Botting Northland Regional Council Ms K Abbott Northland Regional Council Mr M Soljak Kaipara District Council Mr J Burt Far North District Council Mr A Finch Far North District Council Mr B Hutchinson Whangarei District Council Cr S Glen (arrived 11.20am) Whangarei District Council Ms Sandra Boardman Whangarei District Council Ms V Randall That the apologies from Cr J Larsen and Supt. R Le Prou for non-attendance be received. Carried Declaration of Conflict of Interest There were no declarations of conflicts of interest in any items of business.

42 Confirmation of Minutes 6 June 2017, 5 September 2017 and 5 December 2017 A Moved (Stolwerk/Mai) Carried 1. That the minutes from the Civil Defence Emergency Management Group meetings on 6 June 2017, 5 September 2017 and 5 December 2017, be confirmed as a true and correct record. 2.0 Membership of the CDEM Group, CEG and Key Appointments A Report from Tony Phipps, CEG Chairperson dated 20 February Moved (Stolwerk/Curnow) Carried 1. That the report Members of the CEG/CDEM Group and key appointments by Tony Phipps, CEG Chairman, dated 20 February 2018 received. 2. That the Northland CDEM Group approves the appointment of Dean Nuralli as a Local Controller, pursuant to section 27, Civil Defence Emergency Management Act Action: This report will be updated to reflect the appointment of Councillor Anna Curnow as the alternate member for Kaipara District Council and Councillor Sue Glen as the alternate member for Whangarei District Council on the Civil Defence Emergency Management Group Committee. The report will also be updated to reflect that the representative from the Ministry of Civil Defence Emergency Management in an observer role is now Mr John Titmus. The group agreed that a summary of Action Points be established and distributed to Committee members with the minutes. A briefing will be provided at the next Group meeting on Declaration Fact Sheets and an offer of a briefing will be made to the Mayoral Forum. 3.0 Ministry of Civil Defence Emergency Management Monthly Update A Report from Graeme MacDonald, CDEM Manager dated 23 February 2018 Moved (Ruth/Mosby) Carried Action: 1. That the report Ministry of Civil Defence & Emergency Management monthly update, by Graeme MacDonald, Civil Defence Emergency Management Manager, dated 23 February 2018 be received. ID: A Northland CDEM Group Meeting 6 March 2018

43 41 The Group agreed that Minister Kris Faafoi would be invited to attend the Civil Defence Forum being held in Whangārei on 2 May Consideration will be given to nominating appropriate personnel for awards. i.e. Directors awards and long service. 4.0 Ministerial Review - Better responses to Natural Disasters and other Emergencies, 17 November 2017 A Report from Graeme MacDonald, CDEM Manager dated 19 February 2018 Moved (Curnow/Ruth) Carried 1. That the report Ministerial Review Better responses to Natural Disasters and other Emergencies, 17 November 2017, by Graeme MacDonald, CDEM Manager and dated 19 February 2018, be received. 2. That the CDEM Group notes and supports the findings and recommendations of the Ministerial Review. 3. That the Northland CDEM Group provides support, feedback and assistance to the Technical Advisory Group Implications project team at DPMC where practicable. Secretarial note/action: Discussion was had around the current relationships with Iwi and it was agreed that this relationship needs to be actively maintained and strengthened, although the mechanism for this needs to be agreed. An invitation will be extended to the Technical Advisory Group Implications project team to come North and meet up with representatives from the Northland CDEM Group. 5.0 Coordinating Executive Group Chairpersons report A Report from Tony Phipps, CEG Chairman, dated 20 February 2018 Moved (Mosby/Stolwerk) Carried 1. That the report Coordinating Executive Group Chairpersons report by Tony Phipps, CEG Chairperson, dated 20 February 2018 be received. Secretarial note: A workshop is to be scheduled for Group members and stakeholders to support the delivery of Strategic Recovery in the Northland CDEM Group Plan, as required for by new legislation. 6.0 Review of CDEM Group Membership A Report from Graeme MacDonald, CDEM Manager dated 19 February 2018 Moved (Mai/Ruth) ID: A Northland CDEM Group Meeting 6 March 2018

44 42 Carried 1. That the report Review CDEM Group Membership by Graeme MacDonald, CDEM Manager and dated 19 February 2018, be received. 2. That the CDEM Group members formally report back to their respective councils the content of the report. 3. That each member formally appoints and notifies the appointment of an alternative who will attend in the event that the appointed representative is unavailable. Secretarial note: The Far North District Council and Northland Regional Council are to advise the Group who their alternate members will be. 7.0 Roading Network Status Reporting During and Emergency Event and Recovery A Report from Claire Nyberg, Civil Defence Emergency Management Officer dated 22 February 2018 Moved (Kitchen/Mai) Carried Action: 1. That the report Roading Network Status Reporting During and Emergency Event and Recovery by Claire Nyberg, CDEM Officer and dated 22 February 2018, be received. 2. That the Group request the roading controlling authorities to establish mechanisms to ensure real time reporting to specific electronic websites and applications. 3. The Group requests the Territorial authorities (Kaipara, Whangarei and Far North) include in their service level agreements with the Northland Transportation Alliance (NTA) that the NTA is responsible for ensuring the coordination of accurate and timely roading information, during BAU and response to adverse weather events. 4. That the NTA be requested to be actively represented and participate in the Northland Lifelines Utility Coordination (LUC) Group. It was agreed that these recommendations would be submitted as requests and that another report is presented to the next meeting, in June Community Resilience Projects A Report from Shona Morgan, Community Resilience Coordinator, dated 20 February 2018 Moved (Mosby/Curnow) Carried 1. That the report Community Resilience Projects by Shona Morgan, Community Resilience Coordinator and dated 20 February 2018 be received. ID: A Northland CDEM Group Meeting 6 March 2018

45 Professional Development and Training A Report from Kim Abbott, Emergency Management Officer dated 23 February Moved (Curnow/Mai) Carried 1. That the report Professional Development and Training by Kim Abbott, Emergency Management Officer, dated 23 February 2018 be received Public Information Management (PIM) Update A Report from Murray Soljak, Public Information Manager and Susan Botting, Public Information Officer dated 22 February Moved (Ruth/Stolwerk) Carried 1. That the report Public Information Management (PIM) update by Murray Soljak, Public Information Manager and Susan Botting, Public Information Officer and dated 22 February 2018 be received Welfare Coordination Group update A Report from Claire Nyberg, Civil Defence Emergency Management Officer dated 22 February Moved (Curnow/Mai) Carried 1. That the report Welfare Coordination Group update by Claire Nyberg- Civil Defence Emergency Management Officer, dated 22 February be received. 2. That the 2018 Welfare Coordination Group Work Plan be received Kaipara District Update A Report from Sharon Douglas, Civil Defence Emergency Management Officer dated 16 February Moved (Ruth/Curnow) Carried 1. That the report Kaipara District Update by Sharon Douglas, Civil Defence Emergency Management Officer, dated 16 February 2018 be received. ID: A Northland CDEM Group Meeting 6 March 2018

46 Far North District update A Report from Bill Hutchinson, Civil Defence Team Leader dated 21 February Moved (Curnow/Mai) Carried 1. That the report Far North District Update by Bill Hutchinson, Civil Defence Team Leader, dated 21 February 2018 be received Whangārei District Update A Report from Victoria Randall, CDEM Officer Whangārei District, dated 19 February 2018 Moved (Mai/Stolwerk) Carried 1. That the report Whangārei District Update by Victoria Randall, CDEM Officer, Whangārei District, dated 19 February 2018 be received 15.0 Whangārei District Update A A presentation was delivered by Mark Bell from Progressive Enterprises on Fast Moving Consumer Goods. Moved (Curnow/Mosby) Carried 1. That the presentation Fast Moving Consumer Goods, by Mark Bell, Progressive Enterprises be received. Conclusion The meeting closed at 12:44pm ID: A Northland CDEM Group Meeting 6 March 2018

47 Operational Report Community Group Meeting: Community Development Committee Date of meeting: 12 April 2018 Reporting officer: Sandra Boardman General Manager Commmunty 1 Purpose To provide an overview of work occurring in the current financial year, across functions that the Community Development Committee has oversight responsibility for. 2 Recommendation That the Community Development Committee notes the operational report for February Background This report provides a brief overview of some of the operational highlights for the month of February and provides further comment on future activities planned for the remaining financial year. 4 Significance and engagement The decisions or matters of this Agenda do not trigger the significance criteria outlined in Council s Significance and Engagement Policy, and the public will be informed via Agenda publication on the website. 5 Attachment Operational Report for the month of February 2018.

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49 47 Operational Report Community Group (February 2018 activities) Civil Defence Emergency Management (CDEM) The Northland CDEM Group and Northland Coordinating Executive Group The Northland CDEM Group and Northland Coordinating Executive Group met on 6 March. Her Worship the Mayor represented on the Northland CDEM Group and Sandra Boardman, General Manager Community represented on the Coordinating Executive Group. The update from the Northland CDEM Group meeting is covered in a separate agenda item. Northland CDEM Annual Forum 2018 The Northland CDEM Annual Forum is being held in the Captain Bougainville Theatre at Forum North on Wednesday 2 May 2018, 9am - 1pm. All are welcome, it s a free event. Please let Kim Abbott know if you would like to attend kimab@nrc.govt.nz Tsunami siren testing Tsunami siren testing preparations are underway for 1 April. The end of daylight savings falls on Easter Sunday and April Fools Day 1 April. The testing time has been changed to a later time to allow Easter celebrations to be complete before testing commences. The Northland tsunami siren network will be activated at noon for 10 minutes and again at 12.30pm for 30 seconds. Local controllers The local controllers took part in a desktop exercise, the scenario was based on if Cyclone Gita had hit Northland, what would the actions of the controllers have been before, during and immediately after. The session produced some excellent learning which has been used to train Councils public information managers and create storm response action plan templates. Public Information Managers The public information managers met to run through their roles in the Cyclone Gita scenario, to check their processes and make improvements to the public information response. Community Response Groups Community Response Group support is on-going, with the Whangaruru South response plans being reviewed and an update of the community telephone tree completed. A draft plan for Whananaki has been produced, the CD Officer and the community are working together to complete this. Professional Development Five staff will be attending the Coordinated Incident Management System (CIMS) Level 4 training and three staff will be attending the Emergency Operations Centre training during March. The People and Capability department have discussed with the CD Officer how to better support recruiting staff into CDEM duties and professional development training records. The Civil Defence Officer supported the Northland Emergency Services Coordinating Group meeting on 9 March, building relationships and collaboration across CDEM partners. Customer Services Activity has been steady across the Service Centres and Contact Centre over Summer. Page 1 of 14

50 48 The graph above shows statistics for all applications, over 70 s parking and recycling bins. The recent drop in activity (recycle bins) is due to 300 less bins being requested over February as demand was very high during January (possibly due to returning bach-owners over the holiday period). Activity due to consent and building related applications increased by 24% between January and February The Contact Centre are delighted to have our Cadet Kristi back in the team. Kristi has been working at the Information Centre to help with the seasonal increase in activity. Now that the peak is over, Kristi has come back into the Contact Centre and is now working with Meredith at Walton Plaza. The weather events over February and March were not severe enough to impact on the Contact Centre but certainly had an effect on the Visitor Information Centres who were providing information on wet weather activites and ongoing forecast predictions. Visitor Information Centres i-site Visitor Information Centre & Te Manawa the Hub February is peak time for international visitors, and both information centres and the and museum have been seeing large numbers of visitors from all over the world, particularly Australia, UK, North America and Gernany. The i-site Door Count was 11,748 for February, compared to 14,360 the previous February, down 18%. The Hub Door Count was 13,918 compared to 13,398 the previous January, up 4%. i-site Bookings (net commission) for February was $4,956 compared to $8,215 the previous year, down 39%. The Hub Bookings (net commission) for February $4,746 compared to $4,343 the previous year, up 9%. i-site net Retail Sales for February were $9,313 compared to $8,454 the previous year, up 10%. Page 2 of 14

51 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC 49 The Hub net Retail Sales for February were $2,731 compared to $2,275 the previous February, up 20%. i-site Door Count Hub Door Count 25,000 20,000 20,000 15,000 10,000 15,000 10,000 5,000 5, Note the i-site door counter was shifted in March 2016 to reflect visitors to the i-iste only and not the building as a whole - therefore the numbers pre March 2016 are not in fair comparison with current figures. It is not possible to do the same at the Hub, where the door count includes bus passengers using the toilets and waiting rooms, and WAM customers. i-site Bookings Hub Bookings $10,000 $8,000 $6,000 $4,000 $2,000 $0 $8,000 $7,000 $6,000 $5,000 $4,000 $3,000 $2,000 $1,000 $ $10,000 $8,000 $6,000 i-site Retail $4,000 $3,000 $2,000 Hub Retail $4,000 $1,000 $2,000 $0 $ Page 3 of 14

52 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 50 Radio Live Radio Live chose Whangarei, and The Hub Information Centre, to broadcast live the launch of Mark Sainsbury s Mo on the Road Tour of NZ on March 1 st. This was good positive exposure for Whangarei and added an interesting dynamic for visitors and staff at the Hub on the day. Claphams National Clock Museum The Museum Door Count for February was 4,277 compared to 4,876 the previous year, down 12%. Museum Admissions were 794 compared to 867 last February, down 8%, however Admission Revenue was $4,638 compared to $3,032 the previous February, up 53%. There were only 37 Free of Charge Admissions this year as opposed to 161 last February due to the removal of the Free for Seniors Wednesdays, which will now only run at specific times in the off-season. The sale of souvenirs and time related product had a net profit of $2,009 in February, compared to $3,008 last February, down 33%. There is a discrepancy in admissions and retail profit as there was a coding error last year which has been noted and corrected. $10,000 $8,000 $6,000 $4,000 $2,000 $0 Claphams Admission Revenue $6,000 $5,000 $4,000 $3,000 $2,000 $1,000 $0 Claphams Net Retail Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Page 4 of 14

53 51 Library Chinese Collection Sophia Xiao-Colley has worked with Whangarei Libraries to create a collection in the junior room for the children of the Chinese community of Whangarei. There are books in Mandarin and Pinyin for parents to read aloud to toddlers through to books for teens. Sophia is pictured here with her daughter Jiajia who was the first to borrow a book from the collection Mr Yipadee A capacity crowd gathered in Central Library to be entertained by story teller and author Mr Yipadee who travels throughout Australia, New Zealand with a programme designed to bring to children positive thinking and self-confidence. Page 5 of 14

54 52 The Heritage Collection Te Matau a Pohe was not the first bridge built which has a raised section to allow boats to pass through. Built in the late 1890 s the Whangarei Bridge, which was replaced by Victoria Bridge in 1936, was also constructed with this feature. ebooks and eaudiobooks Apps We have recently introduced three new apps which allow borrowers to online access to the e collections. Page 6 of 14

55 53 Facts and Figures 62,308 items were borrowed from Whangarei Libraries during February which is an average of 2,225 per day. Of the 184,968 items held 12,689 are ebooks and emagazines. 38,693 visits were recorded to all libraries during February with an average of 1.6 items borrowed per visit. 987 people attended events held in the library from the beginning of February through to the middle of March. Community Development Community Safety City Safe Call Centre Noting the request for year on year comparison, calls to the City Safe Call Centre are slightly down from last month, but significantly down for the same period last year, with 102 of the 162 calls occurring in the CBD; 72 being reported by the City Safe Community Officers. The graph below shows the range of reported incidents in the CBD for the 4-week period of February-March 2017 compared to February It shows a marked drop in the number of bikes being ridden in the Mall, graffiti vandalism, dogs in the CBD and vehicle incidents. The number of truant and youth related incidents is also significantly down for this period, compared to last year. Page 7 of 14

56 54 Night-time Antisocial Behaviour There has been a slight drop in overall night-time antisocial behaviour incidents reported by our night City Safe Community Officers for February, compared to the preceding month, although there has been an increase of Liquor Ban breaches and Other incidents (such as vehicles and broken glass) for the same period last year In respect to the number of reported alcohol bottles / can pick-ups, these are slightly down on the comparison graph across, this refers to the number of times they repoured liquor vessels and not the actual number of vessels picked up, which is substantially down from the same period last year, being down to 370, from 574 vessels. CCTV Network and Projects Several CCTV projects are underway in the city, with a starlight pan tilt zoom (PTZ) camera and lighting now installed on the Hatea Loop, adjacent to Reyburn House that gives new lighting and CCTV coverage to this previous dead-spot along the pathway. Camera poles have been installed in the Riverside Reserve and along the pathway behind the adjacent Riverside Drive businesses, with an additional 14 static cameras yet to be installed. These should be operational by the end of March. Additional infrastructure is being installed into the Police Station to cope with the increase CCTV coverage and storage capacity, as well as future-proofing for the Kamo shared pathway CCTV that is planned to be connected back to the Police Station when it becomes operational. Graffiti Vandalism D Tag have been working hard to remove a lot of high-density graffiti, reflecting the sharp rise in the total number of tags being removed for February, however, the overall total is less than the same period last year. These high-density areas have been from the Cafler Park picnic tables, obscene vandalism and high-density vandalism from on the Whangarei Bowling Club mural and the Lovers Lane walkway into Second Ave, Jubilee Park, and the Otangarei shopping centre and adjacent City Clubrooms. There has also been a spate of window etching in the CBD that has been reported to Police, as well as, graffiti vandalism on hard-to-reach areas, such as the sides of commercial buildings and the clock tower on the municipal building incurring considerable cost to remove. Page 8 of 14

57 55 Summer Safe Carparks Programme The Summer Safe Carparks programme, operating over 8 carparks in the Whangarei District until Easter Monday, continues to be a great success, with the Whangarei Falls Carparks ambassadors reporting the following item in the Otuihau News, that exemplifies the great contribution that our volunteer ambassadors make in keeping car parks safer and in giving our visitors a taste of Whangarei hospitality. One of the highlights of being Ambassadors at the Whangarei Falls is the comments of gratitude that we receive from the visitors who come from all over the world. On any given day we could have people from 20 to 30 nations. Visitors are impressed that parking is free, that they are welcomed, that information is provided and that their vehicles are secure. The number of visitors to the Falls has increased with record numbers over New Year and Anniversary weekends. In peak periods vehicles arrive at the rate of up to 100 each hour. The District Council have approved a trial of using the grassed area next to the carpark for overflow parking. This overflow area has been appreciated by ourselves and the public. Community Advisory Groups Youth Advisory Group (YAG) Five new members were welcomed into the group by the current members, HWM Sheryl Mai and Councillors which will help with sustainability and succession planning. Councillors Benney and Murphy attended the first official meeting on Wednesday 14 th March. The new Community Development Advisor briefly presented the LTP document to all advisory groups; YAG, Positive Ageing Advisory Group and Disability Advisory Group and encouraged each group to send in a joint submission. Otangarei playground Final consultation with a good sized group at the marae at the weekend added to the two school visits and previous marae meetings and led to the selection of a preferred design this has been forwarded to Parks staff to finalise design and start the process toward building the new playground in May. Page 9 of 14

58 56 Community-led development projects Currently working with Otangarei, Kamo and Hikurangi with their respective projects, specifically: Otangarei playground development, walkway tidy-up and signage Kamo murals, reserve development (corner Grant and Boswell Streets) Child and Youth Friendly Cities The new Community Development Advisor attended this meeting for the first time. The group led by Mania PHO is keen to encourage development of child-friendly and inclusive design for urban projects; and to work with WDC on a way to better communicate child, youth and family friendly initiatives across Whangarei. Special Olympians The Special Olympians presented at the last Community Development Committee meeting at the invitation of the Chair Cr. Cherry Hermon. See photo. The athletes and the Chair of Special Olympians Whangarei David Laird expressed their gratitude for the positive reception they received at this meeting. Community Properties The Hikurangi Hall floors have been re-surfaced which was required after damage was caused during a break in. This will ensure the floors are well protected for the years ahead and has also improved their appearance. Security Lighting and new locks have also been installed to help prevent further break ins. Page 10 of 14

59 57 Pensioner Housing Bloomfield Pl Re-cladding & insulation in progress Bloomfield Pl Recladding of four units is nearing completion with old cracked Fibrolite being replaced with new Shadowclad Ply. While the wall cavities are exposed we are taking the opportunity to fit insulation to the exterior walls. The exteriors are also being re-painted. These units are the last at the village to be re-clad and leaves the entire village with wall, under-floor and ceiling insulation installed. Annual Pensioner Housing inspections started on the 13 th of February and will be completed mid- April. Each unit will be inspected and a condition report will be provided. These will be used to inform future maintenance planning and prioritisation of refurbishments. The inspections also give us the opportunity to meet each tenant in their home where any maintenance, safety or mobility/health issues can be raised. Pensioner Housing Status at 28 February applicants on the waiting list for one bedroom units. 7 couples waiting for two bedroom units. However, with only four two bedroom units in our Pensioner Housing Stock vacancies are not likely to occur in the short term. All applicants on the waiting list have been pre-approved with Ministry of Justice, credit and reference checks completed. None of the applicants are in urgent need of accommodation and generally have asked for specific areas so are willing to wait for the next vacant unit in their preferred village to occur. Three vacant units are being refurbished, two are nearing completion and one will start in March to have asbestos removed prior to refurbishment. These units all have tenants ready to move in on completion who are not included in the waiting list numbers above. Other Properties The Community Property Adviser is currently providing support to the Roading and Parks Departments who own buildings that require maintenance. These assets are generally properties that have been bought for future purposes but may contain residential tenants or the buildings are used by Community Groups. This support consists of reporting on condition, recommending maintenance, liaising with tenants and contractors and managing any maintenance projects. All budgets sit with the respective asset owners. Page 11 of 14

60 58 Current work projects include: o o o o o o Unit 4 1B Ewing Rd Refurbishment of upstairs unit. 280 Otaika Rd Removal of asbestos and demolition of residential house. 10 First Ave tenants given 90 days notice and house to be removed. State Highway 10 House re-roof contract. 14 Waikaraka Rd repaint exterior. Plunket Rooms, Porowini Ave replace weatherboards and repaint exterior. 1B Ewing Rd - Refurbishment Plunket Rooms - repaint 280 Otaika Rd - Demolition Community Funding The Community Funding Officer is currently working through 22 comprehensive applications to the Annual Operating Fund for assessment; creating a significant workload for the period. These will go to the Community Funding Committee in April. The Annual Events Fund (a subset of the Annual Operating Fund) and Round 2 of the Community Fund closed in March and will go to the Committee in May. A media release on the Community Fund outcomes will go out late May. Round 2 of the Creative Communities Scheme was considered by the independent assessment committee on 22 March. Twenty applications were received requesting $99,638 in total from the available pool of $33,718. A media release on the successful applicants is due out early April. This finishes the funding year for A proposal for a new community funding model has been prepared for the Community Funding Committee to discuss in April. Planning for the funding year will commence once the outcome of the proposal is known. Venues and Events Outdoor Events Fritter Festival The Whangarei Fritter Festival was held on Saturday 10 March from 11am until 7pm at Toll Stadium. The line up included Salmonella Dub, Elemeno P and Strangely Arousing with local Page 12 of 14

61 59 support from Mermaid Bait, Furious3, Str8 Up and Kyle Fury. The festival was attended by 5,557 people, similar numbers as last year. A brand new Whangarei business Power Plant Wholefood and Organic store won the Best Fritter Trophy for their northern corn fritter topped with smokey bbq jackfruit which was judged by celebrity chef Ray McVinnie. The People s Choice Award was won by Absolute Caterers for their Thai Prawn Fritter with crab and lime mayo. Operationally the event ran smoothly with a well-behaved crowd and only minor incidents recorded. St John only treated one person on the day and there were no arrests. A survey is about to be carried out to collect information on demographics and the economic benefit of the festival to the district. Six 60 Concert The Six60 concert was held on Saturday 17 March at Toll Stadium with support from P-Money and Kings. The concert was attended by 10,000 people, which matched the Auckland show a few weeks prior. The post event feedback from the public has been very positive with people wanting to know when to expect the next concert. Patrons commented on the layout of the concert, with minimal queue times for toilets, food and beverage and felt safe and well looked after. The band put on an exceptional performance to end their New Waves World Tour and made a huge impact on the community. NZ Police commended the venue in writing and stated it was a pleasure working with you and your team and to be part of a wider team to make an event like that run so smoothly in Whangarei.. hope we can see more of that sized event come our way, look forward to being there when that happens. The promoter was extremely happy with the venue and event outcome and has indicated a keenness to book future events at the Stadium. Upcoming Events INDOOR VENUES & EVENTS Northland Events Centre (NEC) at Toll Stadium Northland Events Centre has seen a marked increase in venue usage over the past month. The venue hosted the Te Rito Maioha Graduation, Northland Youth Development Trust Young Enterprise Scheme Day along with the Northland Regional Council s Refining NZ Hearing (over a period of 7 days) and several bookings from returning clients such as Fonterra and Farmlands. Harcourts Whangarei hosted an extremely successful Hospice fundraiser with Gilbert Enoka (All Blacks Mental Skills Coach) as Guest Speaker. Another highlight was the Northland Dairy Industry Awards with over 250 in attendance celebrating the farming sector. Preparation and focus within the venue has now shifted from the Fritter Festival to the sell-out Six60 concert which will be held on the 17 March. Page 13 of 14

62 60 Forum North Te Kotahianga Exhibition Hall has hosted two graduations over the past month; Taitokerau University of Auckland and Northtec, both events were extremely successful and to maximum capacity. In addition, Forum North hosted the Chinese New Year celebration with approximately 350 in attendance and the Whangarei Youth Space 2018 Youth Talks with Minister Peeni Henare and Children s Commissioner Judge Andrew Beecroft from Wellington. Captaine Bougainville Theatre hosted the Royal NZ Air Force band and the Whangarei Film Society is about to commence a season of weekly screenings every Thursday. COMMUNITY EVENTS Wild Kiwi With Wild Kiwi commencing on 14th April 2018, several meetings have been held with the event organisers and the local community representatives, to really highlight and promote the Whangarei Heads area through each, including Council s, marketing channels. Festival of Motorsport Planning is well underway for the Festival of Motorsport. All events are currently being collated for the Festival of Motorsport booklet will be circulated the week commencing 16th of April The festival will kick off with Rev Up Whangarei an event in the CBD and will finish with the International Rally of Whangarei on the weekend of the 5/6 May. Page 14 of 14

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