COMMUNITY ENGAGEMENT STANDING …...COMMUNITY ENGAGEMENT STANDING COMMITTEE WEDNESDAY 12 OCTOBER...

COMMUNITY ENGAGEMENT

STANDING COMMITTEE

FINAL MINUTES

12 October 2016

FINAL MINUTES COMMUNITY ENGAGEMENT STANDING COMMITTEE WEDNESDAY 12 OCTOBER 2016

MIN/12.10.2016 FOLIO 40050

Table of Contents

Folio Date Particulars

40051 12.10.2016 Community Engagement Standing Committee Minutes

40061 30.09.2016 Community and Client Services Monthly Review - September 2016

40091 12.10.2016 2016-2020 Arts and Cultural Plan

40129 12.09.2016 Minutes - Visual Arts Advisory Committee

Declaration of Potential Conflict of Interest

Nil.


MIN/12.10.2016 FOLIO 40051

COMMUNITY ENGAGEMENT STANDING

COMMITTEE MEETING

MINUTES

1. COMMITTEE ATTENDANCE:

Crs K J Casey (Chairperson), L G Bonaventura, A J Camm, J F Englert, R C Gee, F A

Mann, and Mayor G R Williamson were in attendance at the commencement of the

meeting.

2. NON-COMMITTEE ATTENDANCE:

Also present were Cr M J Bella, Cr K L May, Cr A R Paton, Cr R D Walker, Mr C

Doyle (Chief Executive Officer & A/Director Client & Community Services) and Mrs

M Iliffe (Minute Secretary).

The meeting commenced at 10.30 am.

3. ABSENT ON COUNCIL BUSINESS:

Nil

4. APOLOGIES:

Nil

5. CONFLICT OF INTEREST:

Nil


MIN/12.10.2016 FOLIO 40052

6. CONFIRMATION OF MINUTES:

6.1 COMMUNITY ENGAGEMENT STANDING COMMITTEE

MINUTES - 21 SEPTEMBER 2016

THAT the Community Engagement Standing Committee Meeting

Minutes held on 21 September 2016 be adopted.

Moved Cr Gee Seconded Cr Mann (nee Fordham)

CARRIED

7. BUSINESS ARISING OUT OF MINUTES OF PREVIOUS MEETING:

Nil

8. CORRESPONDENCE AND OFFICERS’ REPORTS:

8.1 COMMUNITY AND CLIENT SERVICES MONTHLY REVIEW 1

TO 30 SEPTEMBER 2016

Author Acting Director Community and Client Services

Purpose

Attached is a copy of the Community and Client Services Monthly Review for the

month of September 2016.

Officer's Recommendation

THAT the Community and Client Services Monthly Review covering the period

1 to 30 September 2016 be received.

The CEO as Acting Director spoke to the report.

Cr Camm queried why there was only nine (9) emergency relief assistance packages

provided from the 31 applications received.

The CEO advised this would be taken on notice and information provided to the

Committee in relation to the process applied when reviewing the applications.


MIN/12.10.2016 FOLIO 40053

Cr Englert queried if the Ness Street SES Facility Upgrade Project could be updated to

provide a completion date as this completion phase has been 5% for some months now.

The CEO advised this will be reviewed updated.

Cr Casey mentioned the number of hits for the corporate communication has remained

consistent for the last few months. Also, the proactive patrols undertaken during the

month only resulted in three (3) dogs impounded with the majority of the dog owners

walking their dogs on leash.

Cr Camm thanked the Community Engagement officers for providing information to

the Locality Councillors of any community engagement they were undertaken.

The Mayor advised he had recently visited the Mackay Regional Council Pound and

suggested if any Councillor had not visited the facility they should do so, as the staff

does excellent work with the animals in sometimes very trying situations. He advised

he would like through this Committee to further push the plans for a new facility to be

up and running.

Cr Casey queried if a tour of the Mackay Regional Council Pound could be arranged

for any Councillor who wished to attend.

The CEO confirmed this could be arranged.

Committee Resolution

THAT the Officer's Recommendation be adopted.

Moved Cr Camm Seconded Cr Englert

CARRIED

8.2 BETTER COMMUNITY BUILDING FUND

File No Better Community Building Fund

Author Manager Community Lifestyle

Purpose

To seek Council approval for a revision of the Better Community Building Fund

application process and priorities.

Background/Discussion

Through the 2015/16 budget process, Council established the Better Community

Building Fund to provide support to not-for-profit sporting and community

organisations to invest in major infrastructure projects. To maximise civic outcomes,


MIN/12.10.2016 FOLIO 40054

Council sought to co-invest with not-for-profit sporting and community organisations

and invited groups to submit applications for funding between $75,000 and $250,000 to

deliver projects that could be achieved during the 2015/16 or 2016/17 financial years.

This program enabled council to invest in local jobs and stimulated economic growth

and social participation opportunities across the region.

As a result of this program, Council supported 13 projects across the region to the value

of $3,000,000. Many of the groups were able to use council’s investment to attract

further funding from State and Commonwealth grant programs to enhance the

investment in local infrastructure.

Given the success of this program and the ongoing interest from local organisations, a

further $2,000,000 was allocated to the program in the 2016/17 budget.

Consultation and Communication

In order to maximise the potential for successful applicants to leverage additional

investment, discussions have been held with the representatives of the Department of

National Parks, Sport and Racing to review the alignment of funding opportunities and

programs. Advice received from the Department indicates that the next round of major

capital grants is unlikely to occur before 2018, however, smaller programs are likely to

open in mid-2017.

Resource Implications

$2,000,000 has been allocated in the 2016/17 budget to support applications to the

Better Community Building Fund. This program is administered by the Community

Programs team, with applications assessed by a Committee of Councillors and

Directors.

Risk Management Implications

In order to manage financial risks associated with the approval of any application, it is

recommended that funds from the Better Community Building Fund be released at

approved milestone intervals as projects come to fruition, or as applications to leverage

additional funds to complete major projects are successful.

It is further recommended that applicants be required to submit quarterly progress

reports in order to keep council informed of the development of their projects.

Conclusion

Given the information provided by the Department of National Parks, Sport and Racing

it is recommended that the funding limits for 2016/17 Better Community Building Fund

program be adjusted to allow organisations to apply for grant amounts that will allow

them to either complete smaller one-off projects, or enable them to leverage additional

funds through State Government programs. Therefore, it is recommended that the

funding limits for 2016/17 Better Community Building Fund program be in the range

of $25,000 to $100,000 with the Assessment Committee provided with the discretion to


MIN/12.10.2016 FOLIO 40055

recommend projects of up to $250,000 (similar to the 2015/16 program) for projects of

significance and where the applicant has the ability to deliver the project by 31

December 2017. The Committee's recommendation must be submitted to Council for

approval.


THAT

1. Council support the variation to the funding range of the 2016/17 Better

Community Building Fund to assess applications of between $25,000 to

$100,000.

2. The Assessment Committee, the composition of which is yet to be

finalised, is provided with the discretion to recommend applications up to

$250,000 where the project is significant, has the potential to attract other

funding and will be delivered before 31 December 2017.

3. The Committee's recommendation must be submitted to Council for

approval.

4. Successful applicants be required to submit a quarterly report on the

progress of their project.

5. Payment of successful grants is tied to identified project milestones, or

when additional funding has been secured for larger projects.

Cr Bonaventura advised whilst he was happy with the report it did not advise when the

guidelines would come back to the Committee.

The CEO advised the current timeline is by 31 October 2016 on the assumption there

are no changes to the criteria.

The Mayor advised there should be a review of the assessment criteria and committee

structure given recent discussions with community groups.

Cr Camm advised the criteria should be changed and the committee briefed on the

changes before the report be adopted.

Procedural Motion

THAT the report lay on the table until the November 2016 Committee meeting.

Moved Cr Camm

CARRIED

Cr Bonaventura recorded his vote against the Motion


MIN/12.10.2016 FOLIO 40056

8.3 2016 - 2020 ARTS AND CULTURAL PLAN


Purpose

To present the 2016-2020 Arts and Cultural Plan to Council for endorsement.

Background/Discussion

In order to enter into funding arrangements with the State Government through Arts

Queensland, Council is required to have an Arts and Cultural Plan that outlines its

commitment to our community. The Arts and Cultural Plan provides the strategic

framework to guide Council in making decisions regarding financial and human

resource investments for the development of all forms of arts, culture and heritage, as

well as the broader cultural engagement and enrichment of community life.

Consultation and Communication

Consultants Wanda Bennett and Tracey Heathwood were engaged to undertake a

review of the Current Arts and Cultural plan, facilitate a range of community

engagement strategies and develop the 2016 – 2020 Arts and Cultural Plan. In order to

ensure community members had the opportunity to participate and provide input into

the development of the plan, 10 community meetings were held across the region

attracting 88 participants. A dedicated Facebook page was established that attracted

over 400 followers while survey data was captured through the use of Connecting

Mackay. In addition to community input, Council staff responsible for the delivery of

arts, culture and heritage programs were also engaged to provide input. The draft

document was viewed 186 times, with many positive comments being received from

community members.

Resource Implications

The 2016-2020 Arts and Cultural Plan contains a range of strategies and actions. For

those items that are the responsibility of Council and are beyond existing budgets,

business cases will need to be developed to inform future budget processes or

alternatively funding secured from external sources as opportunities arise.

Risk Management Implications

As a strategic document, the 2016-2020 Arts and Cultural Plan provides a framework to

assist Council and its Officers in the decision-making processes required to ensure risks

associated with the implementation of the plan are mitigated.


MIN/12.10.2016 FOLIO 40057

Conclusion

The 2016-2020 Arts and Cultural Plan has been developed following extensive

consultation with Council Officers and community members. The plan represents the

community’s desire for Council to continue to invest in and to drive the Arts and

Cultural sector as an important economic contributor. In addition, the plan connects

community and assists Council to deliver on its Corporate Objectives to build

Community Pride and improve Health and Wellbeing outcomes for our community.


THAT the 2016-2020 Arts and Cultural Plan be adopted.



Moved Cr Gee Seconded Cr Englert

Cr Bonaventura congratulated the staff for preparing the 2016-2020 Arts and Cultural

Plan and the five (5) goals and strategies for action recommended.

CARRIED

8.4 DRAFT MINUTES - VISUAL ARTS ADVISORY COMMITTEE


Purpose

Attached is a copy of the draft minutes of the Visual Arts Advisory Committee

(VAAC) meeting held on 12 September 2016, for information purposes.


THAT the Minutes of the Visual Arts Advisory Committee meeting dated 12

September 2016 and the VAAC Terms of Reference be received.


MIN/12.10.2016 FOLIO 40058



Cr May queried if an Advisory Committee's Terms of Reference required an elected

member to form part of the Advisory Committee.

The CEO advised he would take this on notice and come back to the Committee.

Moved Cr Bonaventura Seconded Cr Englert

CARRIED

9. TENDERS:

Nil

10. CONSIDERATION OF NOTIFIED MOTIONS:

Nil

11. PUBLIC PARTICIPATION:

Nil

12. LATE BUSINESS:

Cr Casey advised next week is Anti-Poverty week and Council is running a food drive

with the aim of delivering non-perishable, in-date food items and toiletries to local

charities. Items can be dropped off at collection points located at Council facilities as

listed on Council's website.

Cr Casey advised Council has launched a new competition to encourage residents to get

connected with their local community. Harvey Norman Mackay is the proud sponsor

of the competition and all residents need to do to enter is go to Council's Facebook

Page and subscribe to a Council eNewsletter. The competition is free to enter and the

winner will receive a new iPad 2 Wi-Fi (64GB).


MIN/12.10.2016 FOLIO 40059

13. CONFIDENTIAL REPORTS:

Nil

14. MEETING CLOSURE:

The meeting closed at 10.52 am.

15. FOR INFORMATION ONLY:

Nil

Confirmed on Wednesday 16 November 2016

………………………………………

CHAIRPERSON


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