Community Funding Committee

Transcription

1 Community Funding Committee Notice of Meeting A meeting of the Community Funding Committee will be held in the Council Chamber, Forum North, Whangarei on: Wednesday 8 March am Committee of: Council Committee Cr Crichton Christie (Chairperson) Her Worship the Mayor Sheryl Mai Cr Tricia Cutforth Cr Sue Glen Cr Jayne Golightly Cr Greg Innes Cr Greg Martin

2 Community Funding Committee Terms of Reference Membership Chairperson: Members: Meetings: Councillor Crichton Christie Her Worship the Mayor Sheryl Mai Councillors Tricia Cutforth, Sue Glen, Jayne Golightly, Greg Innes and Greg Martin As required. Quorum: 4 Purpose To disburse funds as determined by the Whangarei District Council Grants, Concessions and Loans Policy. Key responsibilities include: To carry out the funding process in accordance with the Whangarei District Council Grants, Concessions and Loans Policy in an objective, fair and transparent way. To make recommendations on grants, concessions and loans over $15,000 to Council. Delegations Financial delegation to approve the payment of grants, concessions and loans to the value of $20,000 or less.

3 OPEN MEETING APOLOGIES CONFLICTS OF INTEREST Members are reminded to indicate any items in which they might have a conflict of interest. INDEX Item No Page No 1. Allocation of Resident and Ratepayer Administration Fund Allocation of Transition Fund Allocation of Annual Operation Fund Local Government Act 2002 Amendment Act 2012 Decision making Full consideration has been given to the provisions of the Local Government Act 2002 Amendment Act 2012 in relation to decision making and in particular the current and future needs of communities for good quality local infrastructure, local public services and performance of regulatory functions in a way that is most cost effective for households and businesses. Consideration has also been given to social, economic and cultural interests and the need to maintain and enhance the quality of the environment in taking a sustainable development approach. Recommendations contained in this agenda may not be final decisions. Please refer to the minutes for resolutions.

4 1 1 Allocation of Resident and Ratepayer Administration Fund Reporting officer: Cindy Velthuizen (Community Funding Officer) Date of meeting: 8 March Purpose To approve the grant allocations of the Resident and Ratepayer Administration Fund. 2 Recommendation/s That the Community Funding Committee a) Approves allocation of $14,000 from the Residents and Ratepayers Administration Fund, consisting of $700 grants to each of the following groups: i. Hikurangi Friendship House Charitable Trust; ii. Kamo Community Incorporated; iii. The Lang Cove Residents Association; iv. Maungakaramea Recreation Society; v. Onerahi Community Association; vi. Pataua Area Ratepayers and Residents Association; vii. Portland Residents and Ratepayers Association; viii. Ruakaka Parish Residents and Ratepayers Association; ix. Ruatangata Public Hall Society; x. Teal Bay Ratepayers and Residents Association Incorporated; xi. Tikipunga Community Trust; xii. Tutukaka Coast Ratepayers and Residents Association; xiii. Urquhart s Bay Association Incorporated; xiv. Waipu Riding Residents and Ratepayers Association; xv. Whakapara Hall Society; xvi. Whananaki Beach Residents and Ratepayers Association; xvii. Whangarei Heads Citizens Association; xviii. Whangaruru Coastal Community and Sports Association; xix. Whangaruru North Residents and Ratepayers Association Incorporated; xx. Whangaruru South Resident and Ratepayers Association Incorporated.

5 2 3 Background The purpose of the Resident and Ratepayer Administration Fund is to assist resident and ratepayer groups that advocate for residents in their local communities. Grants are $700 per organisation, and they are in recognition of the group s contribution to their community and to Council. 4 Discussion Twenty applications were received, following reminders issued. All 20 applications are recommended for approval; however, one application does not clearly meet the criteria of the Fund. This is discussed below. 4.1 Financial/budget considerations The proposed allocation of $14,000 is within the Fund budget. 4.2 Policy and planning implications The Grants, Concessions, and Loans Policy (Policy 0031) and the Community Services Funding Guide were applied in the consideration of this Fund. The criteria for this Fund is that applicants must: Meet the general Community Services funding eligibility requirements, and Be a resident and ratepayer group within the Whangarei District, and Be currently active in their community. 4.3 Options All but one of the applicants clearly demonstrate they meet the criteria of the Fund. Whakapara Hall Society, however, does not clearly meet the Fund criteria. Whakapara Hall Society Whakapara Hall Society showed no evidence of activities expected of a resident and ratepayer group. Their activities focus solely on the management of the hall. The Society has received the administration grant for four years (2011/12 to 2014/15). In 2015/16 no application was received from them. Council s Community Halls Fund caters for the maintenance of community halls. Community halls do not receive an administration grant for hall management. Whakapara Hall Society can and does apply to the Community Halls Fund for maintenance costs. Staff discussed the criteria with the applicant and it was agreed that the Hall Society would investigate civil defence and first aid activities for their community as a start. However, the applicant noted that volunteers willing to help were somewhat lacking. Given that the Society has received the administration grant previously, was not aware of the criteria for the fund, and is taking steps to address this, it is recommended that their application to the Resident and Ratepayer Administration Fund is approved for this year. However, any future applications will need to clearly demonstrate resident and ratepayer group activities.

6 3 4.4 Risks Providing Resident and Ratepayer Administration grants to ineligible applicants would not be in line with Council policy. It would be prejudicial to other recipients and potential recipients of community funding. Declining ineligible applicants, particularly if they have received this grant for some time, could also impact on Council s good relationship with these groups. 5 Significance and engagement The decisions or matters of this report do not trigger the significance criteria outlined in Council s Significance and Engagement Policy, and the public will be informed via report publication on the website. 6 Attachments Resident and Ratepayer Administration Fund - Summary of applications

7 4 ATTACHMENT /17 Organisation RESIDENTS AND RATEPAYERS ADMINISTRATION GRANT Active? Hikurangi Friendship House Charitable Trust Kamo Community Inc Lang Cove Residents Assoc Maungakaramea Recreation Society Runs the local library, publishes monthly newsletter, ran election meeting, supports other groups eg drop in center, community hall, Lake Waro, Healthy Hikurangi, Lions etc. Accounts have run at a loss for the last 10+ years and a wage is paid. Yes. Xmas parade, newsletter, liaison with WDC, website and facebook. Yes. Safety (AED installed), liaison with WDC, planting and bushwalk maintenance, review of building applications, vandalism repair, tennis court maintenance, newsletters. Yes. In additional to hall and sports complex management: make submissions to WDC and liaise with councillors attending monthly meetings. Onerahi Community Association Yes. Community hall and house, newsletter and website, community events, community awards and scholarship, liaison with WDC on reserve management issues. Pataua Area Ratepayers and Late application - received 10 days after closing. Working bees, liaising Residents Association with Hapu and WDC, rabbit control, security. Portland Residents and Ratepayers Association Ruakaka Parish Residents and Ratepayers Assoc Ruatangata Public Hall Society Teal Bay Ratepayers and Residents Association Inc Tikipunga Community Trust Tutukaka Coast Ratepayers and Residents Assoc Urquhart's Bay Association Inc Waipu Riding Residents and Ratepayers Assoc Whakapara Hall Society Whananaki Beach Residents and Ratepayers Assoc Whangarei Heads Citizens Association Whangaruru Coastal Community and Sports Assoc Whangaruru North Residents and Ratepayers Assoc Inc Whangaruru South Resident and Ratepayers Association Inc Yes. Liaison with NZTA over roadworks, with Golden Bay Cement, and with WDC eg Purewa land fill site, plus planting and tidying of domain area. Yes. Monthly meetings with good representation, regular liaison with WDC and NRC. Questionable. Application is focused on hall and tennis court administration and maintenance. In speaking with applicant, no evidence of RR activities but they will consider/investigate civil defence and first aid as a starter. Yes. Liaison with WDC on drainage issues, environmental and erosion works, community activities, first aid and CCTV work. Ahead: civil defence and first aid services, social media activity, 200m speed limit buoy. Yes. Supports local community projects and has good council liaison. Umbrella group for funding for Whanau at the Falls and the pool. Yes. Newsletter, website, liaison with WDC over plan changes, Mermaid Pools, village green, etc. Also support local projects - environmental, cycleways, river catchment. Yes. Two annual events, liaison with WDC over erosion, rubbish, footpath etc, Bream Head Trust, CCTV support, Refining Company. Yes. Monthly meetings with good representation to discuss matters of local concern. Yes. In addition to hall management: community events, safety/security, general community issues discussed. Yes. Safety (AED installed), liaison with WDC, annual newsletter, working bees for community asset maintenance, assisting playgroup with playground installation. Yes. Annual events, newsletter, liaison with WDC and NRC, hall administration. In very good financial position. Yes. Focused mainly on the development of the community and sports hub, also looking at developing wetlands. Yes. Local community projects, pest control, civil defence and first response fire activities. Yes. Fire service, dune restoration, liaison with WDC re wandering stock, maintenance and speed bumps, election evening, security cameras, CDEM,

8 5 2 Allocation of Transition Fund for Reporting officer: Cindy Velthuizen (Community Funding Officer) Date of meeting: 8 March Purpose To approve the grant allocations of the Transition Fund and provide indicative figures for Recommendation/s That the Community Funding Committee a) Approves allocation of $5,890 from the Transition Fund for as follows: I. Opera North Opera in the Gardens - $4,000 II. Lions Club of Marsden Incorporated Ruakaka Christmas Parade - $1,890; b) Approves, subject to satisfactory performance, the transfer of Opera North and Lions Club of Marsden Incorporated to the Annual Operating Fund for Background The Transition Fund was established in 2015 as a short term grant to be used as the entry and exit point for regular operational grants (Annual Operating Fund). As is procedure after two years, the first intake of Transition Fund recipients is now applying to transfer to the Annual Operating Fund for Two new organisations were identified as potential candidates for the Transition Fund. Following their previous contestable funding applications, the Community Funding Subcommittee requested that staff invite the following to apply this year (meeting of 10 August 2016): Opera North for Opera in the Gardens; Lions Club of Marsden Incorporated (Marsden Lions) for Ruakaka Christmas Parade.

9 6 4 Discussion The following considerations were used to assess applications for Transition Fund grants: Stable and successful relationship with Council Significant community benefit Standing in the community Demonstrated ability to achieve successful outcomes Financial management and procedures Stability and effectiveness of governance The services to be financially supported The benefits of the grant versus any comparable tendered contract for services The length and type of financial history with Council What else is known of the applicant and any other relevant information. From this assessment process, both applicants are recommended for grants. The previous Transition Fund recipients were divided into two categories Operations and Events. Both current applicants were invited to apply for costs relating to annual events. 4.1 Financial/budget considerations The total requested from both applicants is $5,890 for This is within budget. Recipients of the Transition Fund are expected to take their budgets with them as they move to a regular grant cycle (if successful to the Annual Operating Fund). As such, the current Transition Fund budget will be transferred to the Annual Operating budget for and beyond. The Transition Fund budget for is $50, Policy and planning implications The Grants, Concessions and Loans Policy and Community Funding Guide were applied in the consideration of these applicants. It is normally expected that Transition Fund applicants have an established contestable funding relationship with Council. Opera North meets this criteria having received the Performing Arts Fund grant for over five years. The Lions Club of Marsden has only applied once to the Community Fund (2016/17). However, given that their Christmas parade has been running for many years, that the Club is well established and reputable, and we already have several Christmas Parades receiving the Transition Fund, it is appropriate to consider their application to the Transition Fund at this time. 4.3 Options The Community Funding Committee can request staff to invite new applicants to the next round of the Transition Fund in This would need to be by Committee or Council resolution and typically comes out of Annual Plan submissions. The following have expressed an interest in ongoing operational support: Northland Pacific Island Charitable Trust for Pasifika Fusion Festival Tiaho Trust for International Day of People with Disabilities Northland TV Charitable Trust (Channel North).

10 7 4.4 Risks By declining organisations that were invited to apply to the Transition Fund, these applicants may develop a less positive view of Council. This was mitigated during the invitation and application process through clear communication that an invitation to apply in no way guarantees that a grant would be approved. 5 Significance and engagement The decisions or matters of this report do not trigger the significance criteria outlined in Council s Significance and Engagement Policy, and the public will be informed via report publication on the website. 6 Attachments Assessment summary Transition Fund

11 8 ATTACHMENT 1 Opera North Opera in the Gardens, March, Operacado Orchard, Glenbervie An afternoon outdoor concert of opera music. Now in its 22 nd year, Opera in the Gardens is a wellestablished annual event. The unique garden setting of the orchard, informal picnic-like atmosphere, and quality performances has ensured the event receives 800-1,000 attendees of repeat and new audience members alike. It includes sponsor tents, and areas designated for the mobility impaired. It is also an important performance opportunity for current and previous Opera North students. Opera in the Gardens is one part of Opera North s activities and this funding would help to ensure the ongoing viability of this event. The trust is working on contingency and succession plans, should Richard and Joan Kennaway retire from Opera North. The orchard venue and nearby carparking space has been committed to the trust in perpetuity for this event, regardless of the Kennaway s involvement. Volunteers: Total Number: 103 Total Volunteer Hours: 1,140 Community Involvement: Budget: Completely run by volunteers. Kamo Lions Club assists with car parking personnel. Northhaven Hospice assist with ticketing, ushering, and programme sales. They also provide a qualified nurse in case of any emergency. Huanui College pupils assist visitors with ushering and carrying their chairs and picnic gear. Income Costs Shortfall $24,800 $28,556 - $3,756 Prior grants: Performing Arts Fund 2016/17 $3,000 (requested $4,500) Performing Arts Fund 2015/16 $3,000 (requested $3,000) Performing Arts Fund 2014/15 $3,000 (requested $3,000) Performing Arts Fund 2013/14 $3,000 (requested $3,000) Performing Arts Fund 2012/13 $5,000 (requested $5,000) Financial situation from financial accounts: For all Opera North activities: $3,058 surplus last year. Current assets of $22,433. Requested: 2017/18: $4, /19: $4,000 Increase is to meet budget shortfall, as a result of ongoing cost increases from contracted services and compliance costs. Recommended grant 2017/18: $4,000. Recommended grant 2018/19: $4,000.

12 9 Lions Club of Marsden Incorporated Ruakaka Christmas Parade, December, Ruakaka Town Centre The Ruakaka Christmas Parade has been operating for some time, but has only recently sought assistance from Council, as a result of seeing other local Christmas parades receiving community funding. Marsden Lions put on a parade followed by a community event featuring stalls, games, giveaways, entertainment and a family show finale. This is a very cost effective event, using the town hub to good effect. Local businesses contribute about half the cost of the event. Volunteers: Total Number: 19 Total Volunteer Hours: 92 Community Involvement: Budget: Completely run by volunteers from Marsden Lions All sectors of the community are encouraged to participate by entering a float, holding a stall, or providing entertainment. Income Costs Shortfall $2,400 $4,290 - $1,890 Prior grants: Community Fund 2016/17 $1,600 (requested $1,600) Financial situation from financial accounts: For all Lions Club of Marsden Incorporated activities: $2,592 surplus. Current net assets of $2,593. Requested: 2017/18: $1, /19: $2,000 Small increases to allow for any cost changes or contingency issues. Recommended grant 2017/18: $1,890. Recommended grant 2018/19: $2,000.

13 10 3 Allocation of Annual Operating Fund Reporting officer: Cindy Velthuizen (Community Funding Officer) Date of meeting: 8 March Purpose To determine the allocations for the Annual Operating Fund Recommendation/s That the Community Funding Committee a) Recommends to Council the allocation of the Annual Operating Fund for , as follows: I. Hikurangi Historical Museum $5,550 II. Waipu Centennial Trust Board (Waipu Museum) $75,080 III. Mangakahia Sports Ground Incorporated $27,644 IV. Ruakaka Recreation Centre $34,476 V. Whangārei Quarry Gardens Trust $37,785 VI. Northland Craft Trust (Quarry Arts Centre) $49,492 VII. Northland Society of Arts (Reyburn House) $10,353 VIII. Northland Youth Theatre $13,353 IX. Whangārei Citizens Advice Bureau $50,000 X. Whangārei Museum and Heritage Trust (Kiwi North) $400,000 XI. Whangārei Art Museum $337,000 XII. Creative Northland $193,569 XIII. Anawhata Museum Trust (Packard and Pioneer) $7,000 XIV. Jack Morgan Museum Incorporated $5,000 XV. SeniorNet Bream Bay Incorporated $1,200 XVI. Sistema Whangārei $17,500 XVII. Te Kowhai Print Trust $7,000 XVIII. Volunteering Northland $15,000 XIX. Whangārei District Brass Incorporated $1,000 XX. Whangārei Youth Space Trust $12,000 XXI. Waipu Centennial Trust Board (ArtnTartan) $15,000 XXII. Te Ora Hou (Children s Day) $3,000 XXIII. Waipu Caledonian Society (Highland Games) $5,000 XXIV. Whangārei Migrant Centre (International Day of Families) $4,500 XXV. Onerahi Resource Centre Trust (Waitangi Day) $3,500 XXVI. Hikurangi Lions (Hikurangi Christmas Parade) $3,500 XXVII. Kamo Community Incorporated (Kamo Christmas Parade) $0 XXVIII. Onerahi Community Incorporated (Onerahi Christmas Parade) $3,500 XXIX. Waipu Business and Promotions Group, under the umbrella of Waipu Riding Residents and Ratepayers Association (Waipu Christmas Parade) $3,500

14 11 b) Recommends to Council the indicative allocation of the Annual Operating Fund for , as follows: I. Hikurangi Historical Museum $6,000 II. Waipu Centennial Trust Board (Waipu Museum) $80,000 III. Mangakahia Sports Ground Incorporated $27,955 IV. Ruakaka Recreation Centre $34,860 V. Whangārei Quarry Gardens Trust $38,205 VI. Northland Craft Trust (Quarry Arts Centre) $50,045 VII. Northland Society of Arts (Reyburn House) $10,470 VIII. Northland Youth Theatre $13,505 IX. Whangārei Citizens Advice Bureau $55,000 X. Whangārei Museum and Heritage Trust (Kiwi North) $404,450 XI. Whangārei Art Museum $365,000 XII. Creative Northland $193,570 XIII. Anawhata Museum Trust (Packard and Pioneer) $7,080 XIV. Jack Morgan Museum Incorporated $5,060 XV. SeniorNet Bream Bay Incorporated $1,215 XVI. Sistema Whangārei $17,695 XVII. Te Kowhai Print Trust $7,080 XVIII. Volunteering Northland $15,170 XIX. Whangārei District Brass Incorporated $1,015 XX. Whangārei Youth Space Trust $12,135 XXI. Waipu Centennial Trust Board (ArtnTartan) $15,170 XXII. Te Ora Hou (Children s Day) $3,035 XXIII. Waipu Caledonian Society (Highland Games) $5,055 XXIV. Whangārei Migrant Centre (International Day of Families) $4,550 XXV. Onerahi Resource Centre Trust (Waitangi Day) $3,540 XXVI. Hikurangi Lions (Hikurangi Christmas Parade) $3,540 XXVII. Kamo Community Incorporated (Kamo Christmas Parade) $3,540 XXVIII. Onerahi Community Incorporated (Onerahi Christmas Parade) $3,540 XXIX. Waipu Business and Promotions Group, under the umbrella of Waipu Riding Residents and Ratepayers Association (Waipu Christmas Parade) $3,540 3 Background The Annual Operating Fund commenced in the financial year, replacing the previous Three Year Grant Fund. The purpose of the Annual Operating Fund is to give a rolling year over year funding cycle designed to provide ongoing operational support to selected organisations which provide valued services to the district. The Fund is non-contestable; however, it has not often catered for increases to funding levels or inflation adjustments on the annual grants it provides. This year, new entrants to the Annual Operating Fund are included for consideration. These applicants have been receiving operational or event support from the Transition Fund.

15 12 4 Discussion In November 2016, thirteen grant recipients from the Annual Operating Fund were invited to apply to have their indicative funding levels for year confirmed. An explanation was required for any variance to the indicative amount. Applicants were also asked to indicate funding required for In addition, nineteen grant recipients from the Transition Fund were invited to apply to the Annual Operating Fund for and to indicate funding required for Applicants successful in this round would then enter into the Annual Operating Fund; if unsuccessful, they would exit from Council s operational funding and would need to return to contestable forms of funding. Of these nineteen Transition Fund applicants, ten are for annual events. For the purpose of this report, the applicants are grouped as follows: Group 1 current Annual Operating Fund recipients Group 2 Transition Fund operational recipients Group 3 Transition Fund event recipients Three applicants chose not to apply or did not respond to Council follow up: Tornado Youth Tai Tokerau Emergency Housing Trust Stage Challenge Foundation These will be exited from Council s operational funding, to return to contestable forms of funding. 4.1 Creative Northland The recommendation for Creative Northland has been made following the review requested by Council in April This review recommended that Creative Northland should retain its region-wide mandate and that following Creative Northland s completion of inclusive planning process with creative organisations and funders in Whangārei and the Northland region Council work with Creative Northland to develop a Service Level Agreement (SLA) for the year. The review also noted that there was an absolute benefit to the district from the organisation s operations. Staff will present this report back to the Community Funding Committee next month. Staff recommend no change to current funding levels for Creative Northland while the planning and SLA is completed. 4.2 Whangārei Art Museum An independent benchmarking review of Whangārei Art Museum was conducted early 2017 to advise whether its current operating grant and service levels were appropriate for the museum. The report states that, both in absolute dollar terms and per-capita, Council s contribution was the lowest level of investment amongst the galleries and museums included in the review s benchmarking. The Review also shows that WAM has the lowest cost of the regional art galleries it has been compared against. In fact, when averaged to a per square metre cost, the Whangarei Art Museum is about a 3 rd of the cost of the regional galleries. Staff will present this report back to the Community Funding Committee next month.

16 13 While visitor numbers are lower than we would like, the Museum has been steadily increasing its visitor numbers and is on track to achieve an 18% increase in visitor numbers (15,000 projected) for and more than a 40% increase in the year. The report advises that the Museum has managed to maintain a reasonable level of service due to drawing down on cash reserves which will expire shortly. Unless there is an increase in their levels of funding the likely result will need to be a reduction in levels of service the number of exhibitions, staffing levels, operating hours, or the level of care of the collections. In line with the benchmarking report, staff recommend an increase of investment in Whangārei Art Museum. The increase is recommended to occur in 2 parts; the first is a 9% ($27,000) increase in the year, followed by a further $28,000 increase in the indicative figure for the year. It is advised that the increase for the indicative figure would be conditional and that this condition would be an on a matching dollar for dollar basis for any external funding raised by the Whangarei Art Museum Trust, up to a maximum of $28, Financial/budget considerations All recommended figures are subject to ratification by adoption of the Annual Plan. Since its inception, the Annual Operating Fund has not always catered for inflation adjustments and requests for significant funding increases. This appears to be starting to impact on the levels of service for some of the applicants. Group 1 current Annual Operating Fund recipients For Group 1, seven applicants have requested in increase to funding for this round. Total funding indicated $1,182,851 Increases requested $137,460 (12%) Total amount requested $1,320,311 (Note that this includes a reduction of $20,707 as a result of Tornado Youth withdrawing from the Fund.) Group 2 Transition Fund operational recipients For Group 2, six applicants have requested an increase to funding for this round. No indicative figures were provided to Transition Fund recipients funding total $59,000 Increases requested $24,000 (41%) Total amount requested $77,000 (Note that this includes a reduction of $6,000 as a result of Tai Tokerau Emergency Housing Trust withdrawing from the Fund.) Group 3 Transition Fund annual events recipients For Group 3, five applicants have requested an increase to funding for this round. No indicative figures were provided to Transition Fund recipients funding total $44,000 Increases requested $11,000 (25%) Total amount requested $50,000 (Note that this includes a reduction of $5,000 as a result of Stage Challenge withdrawing from the Fund).

17 14 Overall financial impact The intention of the Transition Fund is for recipients to take their budget with them when transferring to the Annual Operating Fund. For Transition Fund recipients, the total recommended for is $107,200. This makes the combined allocation for the Annual Operating Fund $1,341,502, subject to the adoption of the Annual Plan. Overall, the total recommended increase to funding for is $76, Policy and planning implications The Grants, Concessions and Loans Policy, and the criteria for the Annual Operating Fund was applied in the assessment of applications. One applicant, Waipu Centennial Trust Board, is potentially outside of the Policy. The Grants, Concessions and Loans Policy states that generally Council will only fund an applicant once. Waipu Centennial Trust Board is a recipient of an operating grant for Waipu Museum, and is now also applying for Art n Tartan under this Fund. Also to be considered in relation to one applicant in Group 3, the Policy states that generally Council will not support initiatives where the applicant has sufficient revenue to fund the initiative themselves. Applicants were also assessed against a number of performance criteria, including appropriate business plans, reports and budgets. Any concerns in relation to performance or criteria are noted in the Application Summaries. 4.5 Group 1 applications The applications from this group are summarised in Application Summaries Part 1 and Table 1. Increases were requested as follows: Waipu Centennial Trust Board (Waipu Museum) - $20,000 (31%) increase requested for resourcing. Note this applicant also has an application in for Art n Tartan. Staff recommend a $10,000 increase to acknowledge this resourcing need. Ruakaka Recreation Centre - $20,524 (61%) increase requested for maintenance, upgrades and general operating cost increases. Staff recommend no change to funding levels as this entity is already well-funded by Council. Northland Craft Trust (Quarry Arts) - $20,000 (52%) increase requested for resourcing. Staff recommend a $10,000 conditional increase, subject to the Trust matching this funding through other means. Northland Youth Theatre - $3,000 (30%) increase requested to replace other ceased funding. Staff recommend supporting this increase. Whangārei Museum and Heritage Trust (Kiwi North) - $52,158 (14%) increase requested for resourcing. Staff recommend a $22,158 increase to $400,000 to acknowledge this resourcing need but also recognising that the Trust is already wellfunded by Council. Whangārei Art Museum - $27,000 (9%) increase requested to replace other ceased funding. Staff recommend supporting this request. A conditional increase is also recommended to the indicative figure subject to the Trust matching this funding through other means. Creative Northland - $15,485 (8%) increase requested for general operational and project support (Sculpture Symposium). Staff recommend no change to funding levels.

18 Group 2 applications These are summarised in Application Summaries Part 2 and Table 2. Increases were requested as follows: Anawhata Museum Trust (Packard and Pioneer Museum) - $5,000 (100%) increase requested for events and marketing support. Staff recommend a $2,000 increase in recognition of the Trust s increased activities. SeniorNet Bream Bay - $500 (50%) increase requested for operational cost increases. Staff recommend a $200 increase in recognition of increased operating costs. Sistema Whangārei - $2,500 (17%) increase requested for general operational costs of programme expansion. Staff recommend supporting this request. Te Kowhai Print Trust - $1,000 (17%) increase requested for general operational cost increases. Staff recommend supporting this request. Volunteering Northland - $5,000 (50%) increase requested to reinstate previous funding levels. Staff recommend supporting this request. Whangārei Youth Space Trust - $10,000 (100%) increase requested to replace other ceased funding. Staff recommend a $2,000 increase towards this request. 4.7 Group 3 applications These are summarised in Application Summaries Part 3 and Table 3. Increases were requested as follows: Waipu Centennial Trust Board (Art n Tartan) - $5,000 (50%) increase requested for resourcing. Staff recommend supporting this request. Waipu Caledonian Society (Highland Games) - $4,000 (80%) increase requested for event to be fully funded. Staff recommend no change as this event is already wellfunded by Council. Whangārei Migrant Centre (International Day of Families) - $1,000 (29%) increase requested for general cost increases. Staff recommend supporting this request. Kamo Community Inc (Christmas Parade) - $500 (14%) increase requested for general cost increases. Staff recommend nil funding for as this group has a surplus of approximately $3,500 to carry over. Waipu Business and Promotions Group (Christmas Parade) - $500 (14%) increase requested for resourcing. Staff recommend no change to funding funding requests In addition to allocating funding for the year, this application round is also to provide indicative funding amounts to applicants for the year. The amounts requested are shown on the attached Application Summaries and Tables. Total requested figures for are: Group 1: $1,403,178 (up $82,867 on indicative figures) Group 2: $112,500 (up $53,500 on levels) Group 3: $58,200 (up $14,200 on levels) Total: $1,573,878 (up $150,567) The total recommended indicative figures for is $1,391,020, an increase of $49,518 on the recommended allocation.

19 16 5 Significance and engagement The decisions or matters of this report do not trigger the significance criteria outlined in Council s Significance and Engagement Policy, and the public will be informed via report publication on the website. 6 Summary With the inclusion of seventeen new applicants, the total allocation from the Annual Operating Fund is $1,341,502, subject to the adoption of the Annual Plan. Overall, the total recommended increase to funding for is $76,358. The total indicative figures recommended from the Annual Operating Fund is $1,391,020 (an increase of $49,518). 7 Attachments 1. Application Summary Group 1 2. Application Summary Group 2 3. Application Summary Group 3 4. Additional Information 5. Table 1 6. Table 2 7. Table 3

20 17 ATTACHMENT 1 Application Summaries Group 1 (Operations existing) The following applicants are existing Annual Operating Fund recipients. N.B. Tornado Youth did not apply. Hikurangi Historical Museum Overview Hikurangi Historical Museum continues to operate thanks to a small, dedicated group of volunteers. The Museum notes difficulties in getting volunteers involved, which is putting pressure on those remaining. The performance report was satisfactory. Finances WDC s grant of $5,316 was 70% of their operating expenditure. For the year ended 31 May 2016: Income $7,576 Expenditure $7,593 Surplus (loss) ($17) Current assets $30,070 Current liabilities $7,352 Funding Request Hikurangi Historical Museum has requested a continuation of their current funding level Annual Operating Fund $5, Annual Operating Fund $5, Annual Operating Fund $5,550 requested ($5,550 indicated) Annual Operating Fund $5,550 requested No other grant funding was sought or received. Approximately $1,000 in other income was received. Staff, Volunteers and Participants Staff 0 (0 FTE) Volunteers 11 (0.3 FTE) Volunteer hours 10 per week average Visitor numbers 463 (328 previous year) Annual Operating Fund Application Summary (Operations - existing)

21 Waipu Museum (Waipu Centennial Trust Board) Overview The performance report is satisfactory, although some of the key documents were dated: the draft budget only goes to end June 2017, and the Annual Report refers to some 2014 and 2015 data. The Strategic Plan has bold priorities for the Trust, focusing on the development of the Heritage Precinct. The Business and Marketing Plan for 2016/17 is in draft form and appears to be a continuation of business as usual. Both Plans also focus on Art n Tartan and the Mamma Mia production. The Trust acknowledged that incremental decline in paid admissions reflects the fact that our Museum is a one story Museum. Waipu Centennial Trust Board also has an application in for Art n Tartan and these should be considered in conjunction. Finances WDC s grant was 15% of their total operating expenditure, and does not factor in the Trust s other activities (Art n Tartan and Mamma Mia production). For the year ended 31 March 2016: Income $386,592 Expenditure $377,818 Surplus (loss) $8,774 Current assets $569,387 Current liabilities $0 18 Funding Request The Museum is requesting a significant increase to engage a Collections Manager. This is to meet obligations as a result of being inscribed onto the UNESCO Memory of the World register Annual Operating Fund $57, Annual Operating Fund $63, Annual Operating Fund $85,080 requested ($65,080 indicated) Annual Operating Fund $85,080 requested The Museum has also received a Lottery grant of $22,000 to employ a Volunteer Coordinator for one year. Staff, Volunteers and Participants Staff 4 (2.6 FTE) Volunteers 105 (8.5 FTE) Volunteer hours 319 per week average Visitor numbers 33,422 (24,123 previous year) Museum admissions 5,208 (4,440 previous year) Annual Operating Fund Application Summary (Operations - existing)

22 Mangakahia Sports Ground Society Inc Overview Mangakahia Sports Ground Society Incorporated appear consistent and thorough in their management practices and reporting. They have a good range of events and the complex continues to be well used. The performance report is satisfactory. 19 Finances WDC s was 27% of their operating expenditure. For the year ended 30 June 2016: Income $113,548 Expenditure $97,224 Surplus (loss) $16,324 Current assets $148,698 Current liabilities $55,925 While they have had a surplus the last two years, they are forecasting to break even for Funding Request Mangakahia Sports Ground Society Incorporated are requesting a continuation of current funding levels Annual Operating Fund $26, Annual Operating Fund $27, Annual Operating Fund $27,644 requested ($27,644 indicated) Annual Operating Fund $27,644 requested Other grant funding of approximately $62,000 was received for building maintenance and upgrades. Other income is approximately $42,000. Staff, Volunteers and Participants Staff 3 (0.4 FTE) Volunteers 36 (6.0 FTE) Volunteer hours 260 per week average Visitors/users 9,250 (7,600 previous year) Annual Operating Fund Application Summary (Operations - existing)

23 20 Ruakaka Recreation Centre Overview Ruakaka Recreation Centre continue to strive for additional financial support. A key driver this year is the opening of a new commercial gym in the area that is impacting on their gym revenue. The performance report is satisfactory. The Centre s business plan has good objectives; however, it does not make mention of the new gym in the area that they are now competing with. Finances WDC s grant was 37% of their operating expenditure. For the year ended 31 March 2016: Income $141,276 Expenditure $88,790 Surplus (loss) $52,486 Current assets $73,345 Current liabilities $70 Funding Request Ruakaka Recreation Centre have requested a significant increase to funding. They cite a 39% increase in expenses (unclear what this is), ongoing maintenance and upgrade issues, and the need to invest in good equipment and facilities. Now that a new commercial gym is in the area, the Centre has noticed a decline in community gym revenue Annual Operating Fund $33, Annual Operating Fund $33, Annual Operating Fund $55,000 requested ($34,476 indicated) Annual Operating Fund $60,500 requested The Centre is applying to a number of different funding agencies to support their building maintenance and upgrade plans. Transpower Community Care Fund granted them $50,000 for a new second entrance door and towards the new roof. Staff, Volunteers and Participants Staff 2 (1.0 FTE) Volunteers 6 (2.0 FTE) Volunteer hours 80 per week average Events/programmes 35 (40 previous year) Visitor/user numbers 22,017 (21,740 previous year) Annual Operating Fund Application Summary (Operations - existing)

24 Whangarei Quarry Gardens Trust Overview 21 Whangarei Quarry Gardens receives Council operational grants via Community Services and from Parks. A year on from the new visitor centre and café opening, the Trust has noted an increase in the number of events for , and as a result the number of visitors. The Quarry Gardens are now ranked 2 nd overall in Whangarei on TripAdvisor (up from 6 th previous year). The satisfaction rating has also improved. The performance report is satisfactory, with good planning and reporting evident. It is noted that the Trust generated a significant surplus in the last two years, although the draft budget indicates that this is expected to decrease. Finances WDC s grant was 26% of their operating expenditure. The Trust also receives $58,000 from Council for parks management. If we include this, Council s contribution was 68%. For the year ended 30 June 2016: Income $486,286 Expenditure $138,965 Surplus (loss) $347,321 Current assets $90,659 Current liabilities $281 Other funding of approximately $42,500 was received via donations, subscriptions and events. Funding Request Whangarei Quarry Gardens are not requesting an increase to funding Annual Operating Fund $36, Annual Operating Fund $37, Annual Operating Fund $37,785 requested ($37,785 indicated) Annual Operating Fund $37,785 requested Staff, Volunteers and Participants Staff 2 (1.25 FTE) Volunteers 35 (3.5 FTE) Volunteer hours 140 per week average Visitor numbers 19,000 (12,000 previous year) Satisfaction rating 90% (85% previous year) Annual Operating Fund Application Summary (Operations - existing)

25 Northland Craft Trust Quarry Arts Centre Overview Northland Craft Trust demonstrates excellent business management practices, with sound planning and reporting. The Trust recognises the need to increase their own revenue streams and this is a key focus of their Strategic Plan. Good collaboration with the wider community is evident, and the numbers attending classes and events remains strong. The performance report is satisfactory. 22 Finances WDC s grant of $37,829 was 13% of their operating expenditure. For the year ended 30 June 2016: Income $310,818 Expenditure $289,675 Surplus (loss) $21,143 Current assets $156,062 Current liabilities $17,239 Funding Request Northland Craft Trust are requesting a $20,000 increase to reinstate administrative support of 0.5 FTE. This was previously funded by Lotteries. The Trust has taken steps to fill this gap with volunteer support, by improved process efficiencies, and by reducing expenses. However, the Trust states that this is no longer sustainable. This increase would take them to 20% of operating expenditure. The increase requested for is 3% inflationary adjustment, however CPI is at 1.1% Annual Operating Fund $37, Annual Operating Fund $38, Annual Operating Fund $59,492 requested ($39,492 indicated) Annual Operating Fund $61,276 requested The Trust received $50,000 in operational support from Foundation North. They also generate income from workshops, events, studio hire, and sales. Staff, Volunteers and Participants Staff Volunteers Volunteer hours Visitor numbers 3 (2.5 FTE) 6 (1.5 FTE) 61 per week average 9,420 (7,285 previous year) The number of workshops provided has increased from 67 to 80, while the number of events, exhibitions and other activities remains steady Annual Operating Fund Application Summary (Operations - existing)

26 Northland Society of Arts Reyburn House Overview Reyburn House has benefitted in the past year from the Rembrandt Remastered Exhibition, and some strengthening of processes from the administrator and new president. It is encouraging to see new practices being implemented such as health and safety measures and new accounting practices. The Society continues to work on its building revamp plans. The performance report raises some concerns. Planning is still not sufficient: NSA does not prepare business plans, and the 2017 budget and exhibition calendar are noted as still to be finalised. It is also noted that the 2015 financial statements attribute Council s grant to Oxford Sports Trust. Draft accounts for 2016 were not provided. 23 Finances WDC s grant of $9,917 was 22% of their operating expenditure. In addition, NSA receive a rent concession of $42,000. For the year ended 31 December 2015: Income $53,753 Expenditure $44,192 Surplus (loss) $4,097 Current assets $88,780 Current liabilities $9,716 In 2016, other grant funding of approximately $14,000 was received for building maintenance, and $10,000 in relation to the Rembrandt Remastered Exhibition. Other income of $21,000 was also received. Funding Request Northland Society of Arts have requested no change to their current level of funding Annual Operating Fund $9, Annual Operating Fund $10, Annual Operating Fund $10,353 requested ($10,353 indicated) Annual Operating Fund $10,353 requested Staff, Volunteers and Participants Staff 0 (0 FTE) Volunteers 30 (3.5 FTE) Volunteer hours 140 per week average Visitor numbers 12,248 (11,448 previous year) Annual Operating Fund Application Summary (Operations - existing)

27 Northland Youth Theatre Trust Overview Northland Youth Theatre celebrated their 30 th birthday last year and continue to provide innovative theatre for youth. They collaborate well with other theatre groups, Northtec, secondary schools, local business and marae. Not having a sufficient theatre space of their own, NYT experiment with different venues, such as using the Strand Mall for one of their productions. Class and audience numbers remain strong. NYT s performance report is satisfactory. Their planning and reporting is excellent. 24 Finances WDC s grant was 11% of their operating expenditure. For the year ended 31 March 2016: Income $102,171 Expenditure $92,135 Surplus (loss) $10,036 Current assets $55,426 Current liabilities -$266 The Trust receives operational and project support from Creative New Zealand, Foundation North, and COGS. Approximately $16,000 is earned from classes. Funding Request Northland Youth Theatre are seeking an increase for both years. This is to cover a shortfall in due to Lotteries funding of $10,000 ceasing this year and not having secured sufficient funding elsewhere. The increase of $7,000 for is for Forum North theatre hire and advertising support for their summer and winter shows (refer attached letter). A concession is already applied to the hire of Forum North for community groups Annual Operating Fund $9, Annual Operating Fund $10, Annual Operating Fund $13,353 requested ($10,353 indicated) Annual Operating Fund $21,421 requested Staff, Volunteers and Participants Staff 2 (0.5 FTE) Volunteers 3 average per show Volunteer hours 811 total for the year Class numbers 147 (145 last year) Audience numbers* 1,093 (919 last year) *These exclude large events such as ArtBeat and Xmas in the Park Annual Operating Fund Application Summary (Operations - existing)

28 Citizens Advice Bureau Whangarei Inc Overview CAB s planning and reporting is good. 25 The performance report is satisfactory, presenting no issues or concerns. CAB is forecasting a loss of $11,000 for Finances WDC s grant was 54% of their operating expenditure. For the year ended 30 June 2016: Income $80,339 Expenditure $83,193 Surplus (loss) ($2,854) Current assets $47,581 Current liabilities $3,542 Other grant funding of approximately $24,000 was received. Funding Request CAB is requesting no change to the indicative figure, but an increase for This is to meet resourcing needs (social work cover and minor wage increases) and general cost increases (due to uncertainty over rental conditions) Annual Operating Fund $45, Annual Operating Fund $46, Annual Operating Fund $50,000 requested ($50,000 indicated) Annual Operating Fund $55,000 requested Staff, Volunteers and Participants Staff 2 (1 FTE) Volunteers 40 (3 FTE) Volunteer hours 120 per week average Enquiry numbers 7,602 (9,179 previous year) Annual Operating Fund Application Summary (Operations - existing)

29 Whangarei Museum and Heritage Trust Kiwi North Overview Whangarei Museum and Heritage Trust appear to be at a crossroads. They are seeking significant investment from Council and have provided a well-thought out proposal for this, which they have also discussed with staff. It aligns with the Trust s planned capital development. The performance report, and their regular reporting throughout the year, is satisfactory. Visitor satisfaction has remained high, and their TripAdvisor ranking has jumped from 13 th to 8 th for the district in the last year, a significant improvement. 26 Finances WDC s grant was 51% of their operating expenditure. For the year ended 30 June 2016: Income $1,281,492 Expenditure $706,458 Surplus (loss) $575,034 Current assets $181,973 Current liabilities $69,155 The Trust notes that the surplus recorded includes a capital grant of $525,000. This was added to the assets rather than treated as a cash expense. Funding Request Whangarei Museum and Heritage Trust are requesting a significant increase to funding for the next three years (+ $50k, + $50k, + $20k). Their proposal and financial statements are attached. This is primarily to fill key resource gaps that can no longer be left vacant without compromising the Museum s levels of service. The Trust has made do with the resources available, but with changes in volunteers and increasing expectations placed on the Museum, this is no longer sustainable. Without this investment, the Trust feels they will not be able to undertake: The Fraser Collection project Appropriate management and use of the Clarke Homestead The temporary exhibition programme in the Mim Ringer Gallery Updates/changes to the museum gallery Education and public programmes. The Trust states that the Museum requires a suitably qualified Collections Manager (0.6 FTE), an Exhibition Curator (0.6 FTE), and a Volunteer Coordinator (0.4 FTE). The collections and curation roles are specialised and cannot be covered by volunteer support. The coordinator will help in the development of new income streams through expanded service offerings. This request is also to fill a funding gap in 2018 the Trust will be applying to Foundation North for capital development of their facilities, but this would mean foregoing their existing operational support. In addition, the significant cost of Kiwi North s long term maintenance programme and specialist maintenance for the heritage buildings is expected to increase Annual Operating Fund $361, Annual Operating Fund $370, Annual Operating Fund $430,000 requested ($377,842 indicated) Annual Operating Fund $480,000 requested Visitor income is projected to be $158,000 (net of COGS) for 2016/ Annual Operating Fund Application Summary (Operations - existing)

30 27 Staff, Volunteers and Participants Staff 13 (7.0 FTE) Volunteers depending on events (2.1 FTE) Volunteer hours 80 per week average Museum visitors 12,967 (11,112 previous year) Other visitors 11,881 (11,757 previous year for education, events, venue hire) Annual Operating Fund Application Summary (Operations - existing)

31 28 Whangarei Art Museum Overview The performance report is satisfactory, presenting no issues or concerns. The recommendation of staff has been made following the 2017 independent review of WAM s services. Finances WDC s grant was 53% of their operating expenditure. In addition, WAM receives a rent concession of $175,000. For the year ended 30 June 2016: Income $826,933 Expenditure $519,403 Surplus (loss) $307,530 * Current assets $1,069,192 Current liabilities $808,237 * Of the surplus, WAM attributes $350,854 to the HWMAC project, leaving WAM a deficit of $43,324. Funding Request WAM is requesting increases for both years to return them to a sustainable level of operation and service Annual Operating Fund $277, Annual Operating Fund $310, Annual Operating Fund $337,000 requested ($310,000 indicated) Annual Operating Fund $365,000 requested Staff, Volunteers and Participants Staff 6 (2.48 FTE) Volunteers 8 (1.44 FTE) Volunteer hours 54 per week average Visitor numbers 7,952 YTD (12,631 previous full year) Exhibitions and events 27 (38 previous year) Annual Operating Fund Application Summary (Operations - existing)

32 29 Creative Northland Overview The performance report is satisfactory, presenting no issues or concerns. The recommendation of staff has been made following the 2016 independent review of Creative Northland s services. Finances WDC s grant was 39% of their operating expenditure. For the year ended 30 June 2016: Income $343,677 Expenditure $485,727 Surplus (loss) ($142,050) Current assets $225,410 Current liabilities $62,286 Funding Request Creative Northland are requesting an increase for only, citing increased operational expenditure and project delivery. A return to the current level of funding is requested for to account for not having the Sculpture Symposium to deliver in that year Annual Operating Fund $188, Annual Operating Fund $193, Annual Operating Fund $209,054 requested (no indicative figure) Annual Operating Fund $193,569 requested Staff, Volunteers and Participants Staff 6 (1 FTE) Volunteers 2-3 (0.2 FTE) Volunteer hours 8 per week average Annual Operating Fund Application Summary (Operations - existing)

33 Application Summaries Group 2 (Operations new) 30 ATTACHMENT 2 The following applicants received Transition Fund operational grants in 2015/16 and 2016/17. This is their first full performance reporting to Council. N.B. Tai Tokerau Emergency Housing Trust did not apply or respond to our follow up. Anawhata Museum Trust (Packard and Pioneer) Overview It is pleasing to see that Anawhata Museum Trust have implemented a few ways to increase visitor numbers, including new opening hours, a Father s Fay event, improved signage, and sending out flyers to various groups. A highlight was running a teacher s dinner to promote the different offerings of the museum to potential school groups. The Museum will be repeating this and the Father s Day promotion annually. The performance report is satisfactory, presenting no issues or concerns. Finances WDC s grant of $5,000 for is 4% of their operating budget. For the year ended 31 March 2016: Income $118,082 Expenditure $90,753 Surplus (loss) $27,330 Current assets $5,719 Current liabilities $46,953 Funding Request The trust has requested to double their grant, despite their operating surplus. Their reasoning is that we require them to run two events per year an incorrect assumption which increases advertising costs Transition Fund $2,500 (requested $2,500) Transition Fund $5,000 (requested $5,000) Annual Operating Fund $10,000 requested Annual Operating Fund $10,000 requested Anawhata Museum receives approximately $15,000 from other funding agencies for operating costs, and received $52,000 from Tarai Station Trust. Staff, Volunteers and Participants Staff 3 (1.4 FTE) Volunteers 27 (3.4 FTE) Volunteer hours 135 per week average Visitor numbers 2,232 (1,542 previous year) Annual Operating Fund Application Summary (Operations - new)

34 Jack Morgan Museum Incorporated Overview Jack Morgan Museum is well managed, run entirely by volunteers and operates 7 days a week. The museum has a good three-year business plan, identifying opportunities and risks, and demonstrates a forward-looking approach. They collaborate with a number of museums locally and nationally, and are affiliated with Museum Aotearoa and Northland Museum Association. The museum is preparing to expand in the future, and is capitalising on opportunities such as the 2017 Lions Rugby Tour. 31 The performing report is satisfactory, presenting no issues or concerns. Finances The museum s grant of $5,000 is 37% of their operating budget. For the year ended 31 March 2016: Income $13,655 Expenditure $11,619 Surplus (loss) $2,036 Current assets $58,811 Current liabilities $0 Funding Request The museum has requested a continuation of the current funding levels Transition Fund $2,500 (requested $5,734) Transition Fund $5,000 (requested $11,527) Annual Operating Fund $5,000 requested Annual Operating Fund $5,000 requested The museum received a grant of $1,300 from Oxford Trust, $600 from Te Papa Helping Hands, as well as donations and admissions. Staff, Volunteers and Visitors Staff none Volunteers 39 Volunteer hours 55 per week average Visitors not stated Annual Operating Fund Application Summary (Operations - new)

35 SeniorNet Bream Bay Incorporated Overview SeniorNet Bream Bay provides classes for seniors in various communications and information technology. In addition, they also provide seminars and social functions for their members. They are funded predominately by sponsorship, fundraising and course fees, with grants providing the top up. SNBB s performance report is satisfactory, presenting no issues or concerns. 32 Finances SNBB s grant of $1,000 is 4% of their operating budget. For the year ended 31 December 2016: Income $27,296 Expenditure $19,703 Surplus (loss) $7,592 Current assets $22,461 Current liabilities $0 Funding Request SNBB have requested an increase to cover additional operational costs such as equipment repairs. They have cited as an example their laser printer repair bill of $800. They rely heavily on this for the production of class manuals and materials. Such repairs and maintenance are expected to be ongoing given the nature of their business Transition Fund $500 (requested $1,000) Transition Fund $1,000 (requested $2,000) Annual Operating Fund $1,500 requested Annual Operating Fund $1,500 requested The society received a COGS grant of $2,000 and $2,900 from Lotteries. In addition, they fundraised $9,200 through their annual calendar, and approximately $9,000 in subscriptions and workshop fees. Staff, Volunteers and Participants Staff 0 Volunteers 12 (1 FTE) Volunteer hours 42 per week average Learner hours 1,210 (1,082 previous year) Courses/workshops 58 (40 previous year) Satisfaction rating from participant survey is 92% Annual Operating Fund Application Summary (Operations - new)

36 Sistema Whangarei Toi Akorangi Overview Sistema presents a strong vision and direction. Their annual report is sound, meeting minutes show good discussion and planning, they have a calendar of planned events alongside their ongoing classes, and good marketing in place. They demonstrate excellent stakeholder engagement and collaboration, and the desire to expand their service to benefit the community. 33 The performance report is satisfactory, presenting no issues or concerns. Sistema Whangarei is now a legal entity in its own right (previously under Whangarei Youth Music). Finances WDC s grant of $15,000 for is 24% of their operating budget. For the year ended 31 December 2016: Income $61,818 Expenditure $68,952 Surplus (loss) ($7,134) Current assets Current liabilities Funding Request Sistema have requested a stepped increase over the two years. This is to support the expansion of their teen mentoring and the natural growth of all their programmes Transition Fund $7,500 (requested $19,484) Transition Fund $15,000 (requested $38,967) Annual Operating Fund $17,500 requested Annual Operating Fund $20,000 requested Sistema receives $13,000 from Foundation North and $3,000 from COGS for operational support, as well as other grants towards the delivery of school holiday programmes and performances. Staff, Volunteers and Participants Staff 5 (1.5 FTE) Volunteers 28 (2.1 FTE) Volunteer hours 59 per week average Participants 122 (94 previous year) Annual Operating Fund Application Summary (Operations - new)

37 34 Te Kowhai Print Trust Overview Te Kowhai Print Trust provides fine art printmaking classes and workshops, as well as a number of events and exhibitions. The Trust is pursuing funding from other sources for building upgrades and maintenance. They note the need to provide a safe, dry and warm working environment, and commented that evening classes in winter are currently limited as a result. They are also looking to establish a paid part-time technician role. The Trust has excellent planning and management practices in place, with good objectives and measures for success. They collaborate well with NorthTec, Quarry Arts Centre and Whangarei Art Museum for various activities. Te Kowhai Print Trust s performance report is satisfactory, presenting no issues or concerns. Finances Te Kowhai Print Trust s grant of $6,000 is 9% of their operational budget. For the year ended 31 March 2016: Income $63,065 Expenditure $57,609 Surplus (loss) $5,456 Current assets $34,434 Current liabilities $2,084 Funding Request Te Kowhai Print Trust are requesting an increase in funding to cover expenditure for extra classes. They actively seek funding from a number of sources, and this fluctuates and is not guaranteed. Providing some additional funding certainty would be of benefit Transition Fund $3,000 (requested $12,011) Transition Fund $6,000 (requested $24,023) Annual Operating Fund $7,000 requested Annual Operating Fund $7,500 requested For 2017, Foundation North granted TKP $23,000 in operational funding. Staff, Volunteers and Participants Staff 1 (0.7 FTE) Volunteers 16 (0.25 FTE) Volunteer hours 10 per week average Participants 1,598 (1,479 previous year) TKP are implementing a participant survey for Annual Operating Fund Application Summary (Operations - new)

38 35 Volunteering Northland Overview Volunteering Northland presents as a well-managed organisation with good three-year strategic planning. They work closely with Far North District Council, and are approaching Kaipara District Council, to expand their reach and be more regionally inclusive. The Trust holds information stalls several times a year and networks well across the region. They also have programmes for youth and those that want to help with civil defence. The performance report is satisfactory, presenting no issues or concerns. Finances Volunteering Northland s grant of $10,000 is 10% of their operational budget. For the year ended 31 July 2016: Income $95,391 Expenditure $70,170 Surplus (loss) $25,221 Current assets $87,362 Current liabilities $48,420 Funding Request Volunteering Northland is requesting an increase to return them to their previous funding levels and to sustain them into the future. Prior to joining the Transition Fund, Volunteering Northland received $15,000 in funding from Council. This was decreased subsequently and the Trust noted that some services were reduced as a result. Their rationale is reasonable and is attached Transition Fund $5,000 (requested $26,950) Transition Fund $10,000 (requested $53,900) Annual Operating Fund $15,000 requested Annual Operating Fund $17,500 requested The Trust receives funding from Far North District Council, DIA Support for Volunteering Fund, and have approached Lotteries for additional operational funding. Staff, Volunteers and Participants Staff 2 (1 FTE) VN volunteers 12 (0.55 FTE) VN volunteer hours 22 per week average Organisations 153 Total referrals 2,564 Volunteer hours 13,500 per week estimated Customer satisfaction rating is not collected; however, feedback/testimonials were provided and are satisfactory Annual Operating Fund Application Summary (Operations - new)

39 Whangarei District Brass Incorporated Overview Whangarei District Brass participates in a number of events and concerts throughout the year, and work closely with the Council and the RSA, particularly on the ANZAC commemorations. The performance report is satisfactory, presenting no issues or concerns. 36 While they do not prepare an annual budget, their accounts are audited and show sound financial practice. Finances The society receives $1,000, which is 9% of their operating budget. For the year ended 30 June 2016: Income $10,887 Expenditure $23,915 Surplus (loss) ($13,027) Current assets $36,841 Current liabilities 0 Funding Request The society has requested a continuation of the current grant level Transition Fund $500 (requested $1,109) Transition Fund $1,000 (requested $2,218) Annual Operating Fund $1,000 requested Annual Operating Fund $1,000 requested The society has requested grants from the Mazda Foundation ($3,600) and Pub Charity ($2,500) for equipment and performance support. They also receive some revenue from donations, performances and the hire of the band hall. Staff, Volunteers and Participants Staff none Volunteers 9 Volunteer hours 14 per week average Participants 70 (60 previous year) Audiences 3,500 (3,000 previous year) Annual Operating Fund Application Summary (Operations - new)

40 37 Whangarei Youth Space Trust Overview Whangarei Youth Space Trust operate a social space and health service for youth. The performance report was satisfactory, despite a number of the usual reporting requirements not completed, as follows: KPIs as agreed with Foundation North provided in lieu of the 2016/17 business plan No draft 2017/18 business plan this is still in progress Annual reports are not produced operational plan status report was provided instead Event/activity schedules are not produced Stakeholder collaboration was not sufficiently evidenced. Finances The Trust s grant of $10,000 is 0.9% of their operating budget, however this does not differentiate between the space and the health services. In addition, WYS also receive a rent concession of $31,000 from Council. For the year ended 30 June 2016: Income $1,127,865 Expenditure $1,009,741 Surplus (loss) $118,124 Current assets $582,991 Current liabilities $328,342 Funding Request The Trust is requesting a significant increase in funding. This is due to the planned reduction in funding from Foundation North Catalysts for Change project. This was $228,000 in 2016/17, and will cease after 2017/18. The Trust is approaching a number of different sources to replace this funding, but some additional guaranteed operational funding from Council would be of benefit Transition Fund $5,000 (requested $40,127) Transition Fund $10,000 (requested $80,254) Annual Operating Fund $20,000 requested Annual Operating Fund $50,000 requested The majority of their funding comes from government contracts (MSD and Manaia PHO), followed by the Foundation North funding. All other funding is minor by comparison. Staff, Volunteers and Participants Staff 14 (8 FTE) Volunteers 2 Volunteer hours 8 per week average Youth space visitors 5,078 Health service visitors 1,591 Satisfaction rating is 91% from MSD-led survey Annual Operating Fund Application Summary (Operations - new)

41 38 ATTACHMENT 3 Application Summaries Group 3 (Events new) The following applicants received Transition Fund grants for events in 2015/16 and 2016/17. This is their first full performance reporting to Council. N.B. Stage Challenge Foundation did not apply or respond to our follow up. Art n Tartan Waipu Centennial Trust Board Overview A key event for the district and a drawcard for Waipu. Waipu Centennial Trust Board are seeking stepped increases to ensure key personnel and performances are retained. Their planning and reasoning is sound. Funding Art n Tartan is 11% funded by this grant. The majority of their income comes from ticket sales and sponsorship. Total income for 2016 is approximately $97,000 (including $10,000 WDC). Total expenditure for 2016 is approximately $91,000. The surplus of $6,000 was put to Waipu Museum (also under Waipu Centennial Trust Board) expenses. This was not discussed with staff. Art n Tartan are seeking stepped increases to their grant over the next two years. This is to provide a modest level of financial recognition for four key roles, koha for regular performers (such as the pipers) and a small increase in the prize pool. They have recognised the need to ensure continuity, and have planning in place to retain, or recruit and upskill new, appropriately skilled production and creative staff. Their stepped approach appears realistic and achievable Transition Fund $10,000 (requested $15,000) Transition Fund $10,000 (requested $15,000) Annual Operating Fund $15,000 requested Annual Operating Fund $20,000 requested There is no evidence of other funding sought. Volunteers and Participants Approximately 58 volunteers (FTE not able to be calculated) were involved in the event, as well as two museum staff who contributed 0.3 FTE of their paid time. Over 11,000 volunteer hours made Art n Tartan possible. Tickets to the three shows sold out, totalling 1,500 visitors. Project Report Art n Tartan is held in July each year. The 2016 event report was assessed for this application. The report is satisfactory, with the grant being put towards the cost of sound and lighting hire Annual Operating Fund Application Summary (Events new)

42 Risk 39 Waipu Centennial Trust Board already receives an Annual Operating grant for Waipu Museum. The Grants, Concessions and Loans Policy states that an organisation can generally only receive one grant per year from us. The Board recognises this conflict, and also acknowledges that the Art n Tartan event has grown beyond an add on to the operations of the Museum. They would like to be seen as their own entity, however, how this would be achieved is not adequately addressed in their application. Up until now, Art n Tartan has been recognised as separate to Waipu Museum and acting under the umbrella of Waipu Centennial Trust Board. An organisation can umbrella more than one entity in a funding round Council has approved this before for performing arts productions. These have been in contestable funding rounds, not in operational grants Annual Operating Fund Application Summary (Events new)

43 40 Children s Day Te Ora Hou Overview A well run event with positive community outcomes. Te Ora Hou are happy with the grant allocation they have been receiving and are not seeking any increase. They would like it noted that Children s Day is a collaborative event involving 25 organisations. Funding The Children s Day event is 100% funded by this grant. Te Ora Hou operate within their grant allocation and have not requested an increase Transition Fund Transition Fund Annual Operating Fund Annual Operating Fund $3,000 (as requested) $3,000 (as requested) $3,000 requested $3,000 requested In 2016, they had a small surplus of $460 due to some confusion over the grant being GST exclusive. We approved that this surplus be carried over to the next event. There is no evidence of other funding sought. Volunteers and Participants For Children s Day, 128 volunteers are involved, totalling approximately 550 volunteer hours. Visitor numbers were estimated at 1,200 (excluding stall holders). The number of stall holders (19) and participating organisations were less than previous years, due to a number of other events occurring around the same time. Project Report Children s Day is held on 5 March The 2016 report was assessed for this application. The report is satisfactory, with Te Ora Hou proactively addressing the surplus with staff. Expenses included bus hire, portable toilet hire, sound system hire, modest advertising, and other incidentals Annual Operating Fund Application Summary (Events new)

44 41 Highland Games Waipu Caledonian Society Inc Overview The Highland Games is an iconic cultural event now in its 147 th year, showcasing Scottish traditional competition in heavyweight events, piping, highland dancing, drumming and fiddling. It is a family day of entertainment and a big boost for the community. Funding The Highland Games is 58% funded by this grant. The Society is requesting a significant increase for 100% cover of the event as well as inflationary adjustment. This is in addition to their other income of $13,082 in the form of donations, subscriptions, vendor site fees and sponsorship. They note that the Games go a long way towards paying for the upkeep of the Park which is privately owned by the Caledonian Society Transition Fund $5,000 (requested $16,250) Transition Fund $5,000 (requested $17,062) Annual Operating Fund $9,000 requested Annual Operating Fund $9,500 requested There is no evidence of other grant funding being sought. Volunteers and Participants The Highland Games involve 81 volunteers, including 65 operational volunteers for approximately 3 days around the day of the Games, and 16 committee member volunteers who are active throughout the year. The event is estimated to involve 1,620 volunteer hours. Project Report The report for 2016/17 was satisfactory. The Society estimates 6,000 attended the event on 1 January Expenses totalled $8,636 and included equipment hire, security, waste and parking management, first aid and marketing Annual Operating Fund Application Summary (Events new)

45 International Day of Families Whangarei Migrant Centre Incorporated 42 Overview This is a United Nations day of cultural fun and exchange for the whole family, celebrating Whangarei s ethnic diversity. Held at Forum North, the event continues to grow in popularity. It is also an important component of Whangarei Migrant Centre s offering to migrants. Whangarei Migrant Centre (WMC) is requesting an increase to their funding as event expenses are expected to rise. It is noted that Whangarei Migrant Centre now operates under the name of Multicultural Whangarei. Funding The International Day of Families event is 77% funded by this grant. WMC is seeking an increase to their funding to cover expected budget increases. They advise that some of the entertainers are putting up their prices, partly due to the higher number of participants the event now attracts. The event resulted in a deficit last year and the Migrant Centre contributed a portion Transition Fund $2,848 (requested $2,848) Transition Fund $3,500 (requested $4,000) Annual Operating Fund $4,500 requested Annual Operating Fund $5,000 requested Door takings and the Centre s own contribution were $1,600. No other funding is sought for this event. Volunteers and Participants For the Day, 10 volunteers were involved, with a total of approximately 45 volunteer hours. The number of visitors to the event is estimated at 850. Project Report The IDF is held in May. The 2016 report was assessed for this application. The report is satisfactory. Expenses included marketing, venue hire, and entertainment/performers Annual Operating Fund Application Summary (Events new)

46 43 Waitangi Day Onerahi Resource Centre Trust Overview A family fun day held in Onerahi, providing an opportunity for the local Whangarei community to celebrate Waitangi Day locally. While no longer seeking an increase in funding, staff have some concern that over half the grant is used to pay an event coordinator, and the disparity this creates. Funding Waitangi Day is 75% funded by this grant. Onerahi Resource Centre and stall holders contribute the rest. The Trust operates within its grant allocation and has not requested an increase Transition Fund $3,500 (requested $5,340) Transition Fund $3,500 (requested $6,400) Annual Operating Fund $3,500 requested Annual Operating Fund $3,500 requested While the Trust receives other support for its other activities, no other funding is sought for this event. They did receive in-kind support for print and equipment hire costs. Volunteers and Participants For Waitangi Day, 20 volunteers were involved, totalling approximately 300 volunteer hours. Visitor numbers for 2016 were estimated at 350 (excluding stall holders). Project Report Waitangi Day being 6 February, the 2017 report was not yet available. The 2016 report was assessed for this application. The report is satisfactory, although expenditure required some clarification. Expenses included $1,800 for an event co-ordinator and $400 in vouchers for volunteers. Other expenses were trailer hire, bouncy castle, photographer, advertising, and band hire. Risks The 2016 payment for a coordinator is not consistent with other funded events. At 40% of the event budget (and 50% of the grant), this also seem disproportionate to the event itself. It is unknown whether this is repeated for the 2017 event Annual Operating Fund Application Summary (Events new)

47 Christmas Parade Hikurangi Lions Club Charitable Trust 44 Overview Christmas parade and carnival in Hikurangi. Funding The Hikurangi Lions Club Christmas parade and carnival is 53% funded by this grant. The Club is seeking an increase for only, due to anticipated cost increases Community Fund $3,000 (requested $4,500) Transition Fund $3,500 (requested $4,500) Annual Operating Fund $3,500 requested Annual Operating Fund $4,000 requested No other funding is sought for this event. Volunteers and Participants The Christmas Parade involved 30 volunteers, with approximately 300 volunteer hours. The number of people attending the event is estimated at 2,500. Project Report The report is satisfactory. Expenses totalled $6,605, and included sound system and stage hire, bouncy castle and rides, road closure costs, float prizes, and performer payments. It is not clear how the shortfall was funded Annual Operating Fund Application Summary (Events new)

48 Christmas Parade Kamo Community Incorporated 45 Overview Christmas parade held in Kamo. Funding The Kamo Christmas parade is more than fully funded for this event. Despite this surplus, the Group is requesting an increase to funding to cover cost increases (not fully explained) Community Fund $3,000 (requested $3,000) Transition Fund $3,500 (requested $6,600) Annual Operating Fund $4,000 requested Annual Operating Fund $4,500 requested Volunteers and Participants The Christmas Parade involved 10 volunteers, and total volunteer hours are unknown. The number of people attending the event is estimated at 3,500. Project Report The report for 2016 raised some concerns. The 2016 parade costs were $2,880. In addition to our $3,500 grant, they also received $2,000 from Oxford Trust for the event. This gives a surplus of $2,620. On further investigation, it appears the same also occurred in 2015 (although not advised to Council at the time). On querying the 2016 surplus, Kamo Community Inc said that this was due to a significant discount given for traffic management. However, the relevant invoice shows the discount from quoted was only $267, and this is comparable with the 2015 invoice. The Society advised that they would like to use the surplus for additional signage at the 2017 event Annual Operating Fund Application Summary (Events new)

49 Christmas Parade Onerahi Community Association 46 Overview Christmas parade held in Onerahi. Funding The Onerahi Christmas parade is 54% funded by this grant. OCA is seeking a modest increase for only, due to anticipated cost increases Community Fund $3,000 (requested $3,000) Transition Fund $3,500 (requested $3,000) Annual Operating Fund $3,500 requested Annual Operating Fund $3,700 requested Other funding included a Pub Charity grant of $2,252. Volunteers and Participants The Onerahi Christmas Parade involved 20 volunteers and approximately 200 volunteer hours. About 1,500 people attended the parade. Project Report The report for 2016 was satisfactory. Event expenses totalled $6,485 and included equipment hire, advertising, bouncy castle, and minor costs for kids entertainment. The parade also featured a performance stage, live band, stalls, and prizes for best parade entries Annual Operating Fund Application Summary (Events new)

50 47 Christmas Parade Waipu Business and Promotions Group (under the umbrella of Waipu Riding Residents and Ratepayers Association) Overview Christmas parade held in Waipu. Funding The Waipu Christmas parade is 100% funded by this grant. Expenses for 2016 totalled $3,486, and it was supported by raffle proceeds of $1,571. Despite this, the Group is requesting an increase to funding to cover cost increases and in order to pay for an event organiser Community Fund $2,500 (requested $2,500) Transition Fund $3,500 (requested $2,500) Annual Operating Fund $4,000 requested Annual Operating Fund $5,000 requested Volunteers and Participants The Christmas Parade involved 12 volunteers, with approximately 100 volunteer hours. The number of people attending the event is estimated at 4,000. Project Report The report for 2016 was satisfactory, although no receipts were provided (only a bank statement). Expenses included float prizes of $2,000, plus marketing, raffle prize, and donations (to Fire, Ambulance, Lions etc) Annual Operating Fund Application Summary (Events new)

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69 Annual Operating Fund - Table 1 66 ATTACHMENT 5 OPERATIONS (existing) Hikurangi Waipu Museum Museum Hikurangi Historical Waipu Museum Centennial Trust Board Mangakahia Ruakaka Rec Quarry Gardens Mangakahia Ruakaka Whangarei Sports Ground Recreation Quarry Gardens Society Inc Centre Trust Quarry Arts Northland Craft Trust Reyburn House Northland Society of Arts NYT CAB Kiwi North WAM CN TOTALS Northland Youth Theatre Trust Citizens Advice Bureau Whangarei Museum and Heritage Trust Whangarei Art Museum Creative Northland Current /17 $5,447 $63,867 $27,129 $33,833 $37,080 $38,756 $10,160 $10,160 $46,297 $370,797 $310,000 $193,569 $1,167,416 % of operating budget 70% 15%* 27% 37% 26% 13% 22% 11% 54% 51% 53% 38% Indicative 2017/18 $5,550 $65,080 $27,644 $34,476 $37,785 $39,492 $10,353 $10,353 $50,000 $377,842 $310,000 $193,569 $1,162, /18 request $5,550 $85,080 $27,644 $55,000 $37,785 $59,492 $10,353 $13,353 $50,000 $430,000 $337,000 $209,054 $1,320,311 Difference $0 $20,000 $0 $20,524 $0 $20,000 $0 $3,000 $0 $52,158 $27,000 $15,485 $158,167 % increase 0% 31% 0% 61% 0% 52% 0% 30% 0% 14% 9% 8% 2017/18 recommendation $5,550 $75,080 $27,644 $34,476 $37,785 $49,492 $10,353 $13,353 $50,000 $400,000 $337,000 $193,569 $1,234,302 (conditional) 2018/19 indicative request $5,550 $85,080 $27,644 $60,500 $37,785 $61,276 $10,353 $21,421 $55,000 $480,000 $365,000 $193,569 $1,403, /19 indicative recommendation (includes CPI of 1.1%) $6,000 $80,000 $27,955 $34,860 $38,205 $50,045 $10,470 $13,505 $55,000 $404,450 $365,000 $193,570 $1,279,060 (conditional) NOTE - total for includes $20,321 for Tornado Youth who did not apply.

70 Annual Operating Fund - Table 2 67 ATTACHMENT 6 OPERATIONS (TF) Anawhata Museum Trust (Packard and Pioneer) Jack Morgan Museum Inc SeniorNet Bream Bay Inc Sistema Whangarei Te Kowhai Print Trust Volunteering Northland Whangarei District Brass Inc Whangarei Youth Space Trust TOTALS Current /17 $5,000 $5,000 $1,000 $15,000 $6,000 $10,000 $1,000 $10,000 $59,000 % of operating 4% 37% 4% 24% 9% 10% 9% 0.9%* 2017/18 request $10,000 $5,000 $1,500 $17,500 $7,000 $15,000 $1,000 $20,000 $77,000 Difference $5,000 $0 $500 $2,500 $1,000 $5,000 $0 $10,000 $24,000 % increase 100% 0% 50% 17% 17% 50% 0% 100% 2017/18 recommendation $ 7,000 $ 5,000 $ 1,200 $ 17,500 $ 7,000 $ 15,000 $ 1,000 $ 12,000 $ 65, /19 indicative request $10,000 $5,000 $1,500 $20,000 $7,500 $17,500 $1,000 $50,000 $112, /19 indicative recommendation (includes CPI of 1.1%) $ 7,080 $ 5,060 $ 1,215 $ 17,695 $ 7,080 $ 15,170 $ 1,015 $ 12,135 $ 66,450 NOTE - indicative figures were not provided for 2017/18 NOTE - total for includes $6,000 for Tai Tokerau Emergency Housing Trust who did not apply.

71 Annual Operating Fund - Table 3 68 ATTACHMENT 7 EVENTS Waipu Centennial Trust Board - ARTnTARTAN Te Ora Hou - CHILDREN'S DAY Waipu Caledonian Society - HIGHLAND GAMES Whangarei Migrant Centre (Multicultural Whangarei) - INTL DAY OF FAMILIES Onerahi Resource Centre Trust - WAITANGI DAY Hikurangi Lions - XMAS PARADE Kamo Community Inc - XMAS PARADE Onerahi Community Inc - XMAS PARADE Waipu Business & Promotions (under R&R) - XMAS PARADE TOTALS Current /17 $10,000 $3,000 $5,000 $3,500 $3,500 $3,500 $3,500 $3,500 $3,500 $44,000 % of budget 11% 100% 58% 77% 75% 53% >100% 54% 100% 2017/18 request $15,000 $3,000 $9,000 $4,500 $3,500 $3,500 $4,000 $3,500 $4,000 $50,000 Difference $5,000 $0 $4,000 $1,000 $0 $0 $500 $0 $500 $11,000 % increase 50% 0% 80% 29% 0% 0% 14% 0% 14% 2017/2018 Recommendation $ 15,000 $ 3,000 $ 5,000 $ 4,500 $ 3,500 $ 3,500 $ - $ 3,500 $ 3,500 $ 41, /19 indicative request $20,000 $3,000 $9,500 $5,000 $3,500 $4,000 $4,500 $3,700 $5,000 $58, /19 indicative recommendation (includes CPI of 1.1%) $15,170 $3,035 $5,055 $4,550 $3,540 $3,540 $3,540 $3,540 $3,540 $45,510 NOTE - indicative figures were not provided for 2017/18 and therefore CPI has not been considered NOTE - Total for includes $5,000 for Stage Challenge Foundation who did not apply this year.

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