Christchurch City Council

Supplementary Agenda

 

 

Notice of Meeting:

An ordinary meeting of the Christchurch City Council will be held on:

 

Date:                                    Thursday 28 March 2019

Time:                                   9.30am

Venue:                                 Council Chambers, Civic Offices,
53 Hereford Street, Christchurch

 

 

Membership

Chairperson

Deputy Chairperson

Members

Mayor Lianne Dalziel

Deputy Mayor Andrew Turner

Councillor Vicki Buck

Councillor Jimmy Chen

Councillor Phil Clearwater

Councillor Pauline Cotter

Councillor Mike Davidson

Councillor David East

Councillor Anne Galloway

Councillor Jamie Gough

Councillor Yani Johanson

Councillor Aaron Keown

Councillor Glenn Livingstone

Councillor Raf Manji

Councillor Tim Scandrett

Councillor Deon Swiggs

Councillor Sara Templeton

 

 

27 March 2019

 

 

 

Principal Advisor

Dr Karleen Edwards

Chief Executive

Tel: 941 8554

 

Jo Daly

Council Secretary

941 8581

jo.daly@ccc.govt.nz

www.ccc.govt.nz

Note:  The reports contained within this agenda are for consideration and should not be construed as Council policy unless and until adopted.  If you require further information relating to any reports, please contact the person named on the report.
Watch Council meetings live on the web:
http://councillive.ccc.govt.nz/live-stream

 


Council

28 March 2019

 

 


Council

28 March 2019

 

TABLE OF CONTENTS

 

33.      Resolution to Include Supplementary Reports....................................................... 4

34.      Community Funding.......................................................................................... 5  


Council

28 March 2019

 

 

33. Resolution to Include Supplementary Reports

1.       Background

1.1          Approval is sought to submit the following report to the Council meeting on 28 March 2019:

34.   Community Funding

1.2          The reason, in terms of section 46A(7) of the Local Government Official Information and Meetings Act 1987, why the report was not included on the main agenda is that it was not available at the time the agenda was prepared.

1.3          It is appropriate that the Council receive the report at the current meeting.

2.       Recommendation

2.1          That the report be received and considered at the Council meeting on 28 March 2019.

34.   Community Funding

 

 


Council

28 March 2019

 

 

34.   Community Funding

Reference:

19/342709

Presenter(s):

John Filsell, Head of Community Governance Support & Partnerships

 

 

1.   Purpose of Report

1.1       The purpose of this report is to recommend that Council grant delegated authority for a fixed term to the General Manager Citizen and Community to approve grants of up to $25,000 from appropriate Council-community funding schemes to financially support eligible community initiatives proposed in response to the 15 March 2019 terrorist attack.

2.   Executive Summary

2.1       This report is staff generated as part of a wider response to the terrorist attack on 15 March.

 

3.   Staff Recommendations 

That the Council:

1.         Grant delegated authority to the General Manager Citizen and Community to approve grants of up to $25,000 from appropriate Council-community funding schemes to financially support eligible community initiatives proposed in response to the 15 March 2019 terrorist attack.

a.         Delegated authority extends from 28 March 2019 to 30 September 2019.

b.         Council-community funding schemes include:

i.          The Metropolitan Strengthening Communities Fund.

ii.         The Metropolitan Discretionary Response Fund.

iii.        The Events and Festivals Fund.

iv.        The Community Resilience and Partnerships Fund.

c.         Any decisions made under this delegated authority are reported to Council on a monthly basis.

2.         Note that this delegation does not extend to funding schemes, or portions thereof, administered by Community Boards.

 

4.   Context/Background

Issue or Opportunity

4.1       There is an opportunity for Council to clearly identify its commitment to supporting communities in the aftermath of the March 15 terrorist attack by supporting the use of the Council-community funding schemes to financially support eligible community and Council initiatives in response to the this event.

4.2       There is an opportunity for Council to demonstrate greater (and required) agility and responsiveness in a dynamic and changing environment by giving the General Manager Citizen and Community the delegated authority to approve grants of up to $25,000 on behalf of Council from appropriate Council-community funding schemes.

Strategic Alignment

4.3       The recommendations are aligned to Councils Strategic Framework and in particular the Strategic Priority of active citizenship and connected communities.

4.4       This report supports the Council's Long Term Plan (2018 - 2028):

4.4.1   Activity: Community Development and Facilities

·     Level of Service: 2.3.1.1  Effectively administer the grants schemes for Council - 95% of reports demonstrate benefits that align to Council outcomes and priorities.

Decision Making Authority

4.5       The Council has authority to delegate the approval of grants to a Council staff member.  This report is staff generated in the context of a wider response the terrorist attack.

Assessment of Significance and Engagement

4.6       The decisions in this report are of low significance in relation to the Christchurch City Council’s Significance and Engagement Policy.

4.7       The level of significance was determined by considering that there is no recommended change to any fund criteria or the resources Council have already committed to the funding schemes.

Applicable Council-community Funding Schemes

4.8       Council-community funding schemes proposed to be covered by this delegation have eligibility and application criteria conducive to Council and community initiatives likely to be proposed in response to the 15 March 2019 terrorist attack.  They are:

·   The Metropolitan Strengthening Communities Fund.

·   The Metropolitan Discretionary Response Fund.

·   The Events and Festivals Fund.

·   The Community Resilience and Partnerships Fund.

4.9       The Capital Endowment Fund supports larger projects with a value of $50,000 and over.  Accordingly any proposed grants from this Fund will be presented to Council for approval.

4.10    This proposed delegation does not extend to funding schemes, or portions thereof, administered by Community Boards.

 

5.   Options Analysis

Options Considered

5.1       The following reasonably practicable options were considered and are assessed in this report:

·   Council grant delegated authority for a fixed term to the General Manager Citizen and Community to approve grants of up to $25,000 from appropriate Council-community funding schemes to financially support eligible community initiatives proposed in response to the 15 March 2019 terrorist attack.

·   Keep all delegated authority in respect of Council-community funding schemes as is.

Options Descriptions

5.2       Preferred Option: Grant Temporary Delegated Authority

5.2.1   Option Description: Council grant delegated authority for a fixed term to the General Manager Citizen and Community to approve grants of up to $25,000 from appropriate Council-community funding schemes to financially support eligible community initiatives proposed in response to the 15 March 2019 terrorist attack.

5.2.2   Option Advantages

·     Provides a clear and unambiguous statement that Council supports the use of the Council-community funding schemes for community initiatives in response to the terrorist attack.

·     Clearly empowers Council staff to work with affected communities to identify and support projects response to the terrorist attack.

·     Promotes an agile, prompt and decisive response from Council in respect of the Council-community funding schemes that will enhance its effectiveness.

·     Provides for the elected Council governance oversight over larger grants over $25,000.

·     Greatly speed up decision making and approval for grants $25,000 or under.

5.2.3   Option Disadvantages

·     Limits Councillor governance oversight over grants under $25,000.

5.3       Retain the Status Quo

5.3.1   Option Description: Keep all delegated authority in respect of Council-community funding schemes as is.

5.3.2   Option Advantages

·     There is Councillor governance oversight over all grants.

5.3.3   Option Disadvantages

·     Council will be less agile and the ability to respond quickly will be curtailed.

·     Council may be perceived as inflexible and unresponsive.

Analysis Criteria

5.4       The analysis criteria used include:

·   The purpose, objective and criteria of the Council-community funds and their application to the community response to the terrorist attack.

·   The likely nature of a community and Council led response to the terrorist attack.

·   The need for Council to increase its agility in supporting a community and Council response to the terrorist attack.

·   The role and value of agility in Council decision making whilst still having governance oversight on major decisions.

Options Considerations

5.5       The preferred option was identified because it aligned with the objective and criteria of the identified Council-community funds.  It provides for a swift and decisive Council response.  It supports staff working in partnership with communities.  Above all, sends a clear signal that Council is here to support its communities in a time of need.

6.   Community Views and Preferences

6.1       Community preferences have not been sought however community based staff advise that a clear position from Council on the use of the Council-community funding schemes and the ability for Council to respond quickly will be welcomed.


7.   Legal Implications

7.1       There not a legal context, issue or implication relevant to this decision.

7.2       This report not been reviewed and approved by the Legal Services Unit.

8.   Risks

8.1       There is a low level risk that Councillors will not have direct governance oversight of grants $25,000 and under.  This is mitigated by the proposed delegation to the General Manager Citizen and Community, a senior officer who will always be advised through a formal report and recommendation from Council’s Funding Team.  Any decisions made under this delegated authority will be reported to Council on a monthly basis.

9.   Next Steps

9.1       Should Council support the recommendations of this report Community based staff and Council’s partner organisations will continue to work with community groups on a range of initiatives over time.


Council

28 March 2019

 

10. Options Matrix

Issue Specific Criteria

Criteria

Option 1 - Preferred

Option 2 – Status Quo

Option 3 - <enter text>

Financial Implications

Cost to Implement

None, will use existing process

None, will use existing process

 

Maintenance/Ongoing

None, will use existing process

None, will use existing process

 

Funding Source

Existing Council-community funding schemes

Existing Council-community funding schemes

 

Impact on Rates

None

None

 

Alignment to the Council-community fund criteria

All grants will be aligned to fund criteria.

All grants will be aligned to fund criteria.

 

Accessibility – Ability to respond quickly

Enhanced ability to respond quickly and adapt to changing circumstances.

Slower response and delayed decision making on grants under $25,000.

 

Promotes a clear and effective Community Response

Clarifies the suitability of Council-community funds in an environment where greater clarity will speed up an effective response.

Any perception that the Council is not an agile and responsive organisation will remain.

 

Future Generation Impacts

Enhanced ability to respond quickly and adapt to changing circumstances will appeal to youth generated community initiatives supporting future leaders.

No change

 

 

Statutory Criteria

Criteria

Option 1 - <enter text>

Option 2 - <enter text>

Option 3 - <enter text>

Impact on Mana Whenua

None

None

 

Alignment to Council Plans & Policies

Consistent see sections 4.3 and 4.4

Consistent see sections 4.3 and 4.4

 

·  


Council

28 March 2019

 

 

 

Attachments

There are no attachments to this report.

 

Confirmation of Statutory Compliance

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a) This report contains:

(i)  sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii) adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b) The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

 

Signatories

Author

John Filsell - Head of Community Support, Governance and Partnerships

Approved By

Mary Richardson - General Manager Citizen and Community