AGENDA
Ordinary meeting of the
Community Services Committee
Thursday 24 November 2016
Commencing at 1.00pm
Council Chamber
Civic House
110 Trafalgar Street, Nelson
Membership: Councillor Gaile Noonan (Chairperson), Her Worship the Mayor Rachel Reese, Councillors Mel Courtney (Deputy Chairperson), Kate Fulton, Matt Lawrey, Brian McGurk, Paul Matheson and Mike Rutledge
Guidelines for councillors attending the meeting, who are not members of the Committee, as set out in Standing Orders:
· All councillors, whether or not they are members of the Committee, may attend Committee meetings (SO 2.12.2)
· At the discretion of the Chair, councillors who are not Committee members may speak, or ask questions about a matter.
· Only Committee members may vote on any matter before the Committee (SO 3.14.1)
It is good practice for both Committee members and non-Committee members to declare any interests in items on the agenda. They should withdraw from the room for discussion and voting on any of these items.
Community Services Committee
24 November 2016
Nil
2. Confirmation of Order of Business
3.1 Updates to the Interests Register
3.2 Identify any conflicts of interest in the agenda
4.1 Lea Beaven
Lea Beaven will speak about general maintenance for Council Community Housing.
5. Status Report - Community Services - 24 November 2016 6 - 9
Document number R6781
Recommendation
That the Committee
Receives the Status Report Community Services Committee 24 November 2016 (A1157454).
6. Chairperson's Report
7. Community Housing Management Contract 10 - 12
Document number R6771
Recommendation
That the Committee
Receives the report Community Housing Management Contract (R6771); and
Refers, for Council consideration, matters relating to the management contract for community housing in order to progress the project in a timely manner.
8. Community Investment Funding Panel Minutes - 11 October 2016 13 - 22
Document number A1655386
Recommendation
That the Committee
Receives the unconfirmed minutes of a meeting of the Community Investment Funding Panel, held on 11 October 2016.
Public Excluded Business
Recommendation
That the Committee
Excludes the public from the following parts of the proceedings of this meeting.
The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
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Item |
General subject of each matter to be considered |
Reason for passing this resolution in relation to each matter |
Particular interests protected (where applicable) |
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1 |
Commercial Leases - Omnibus Report
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Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7 |
The withholding of the information is necessary: · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) |
10. Re-admittance of the public
Recommendation
That the Committee
Re-admits the public to the meeting.
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Community Services Committee 24 November 2016 |
REPORT R6781
Status Report - Community Services - 24 November 2016
1. Purpose of Report
1.1 To provide an update on the status of actions requested and pending.
2. Recommendation
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Receives the Status Report Community Services Committee 24 November 2016 (A1157454). |
E-J Ruthven
Administration Adviser
Attachments
Attachment 1: A1157454 - Community Services Committee Status Report ⇩
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Community Services Committee 24 November 2016 |
REPORT R6771
Community Housing Management Contract
1. Purpose of Report
1.1 To refer for Council consideration a matter relating to the community housing management contract.
2. Summary
2.1 A Request For Proposal (RFP) process to tender for the community housing contract was undertaken earlier in 2016. Responses to the RFP have been received and some matters require governance input. Full details to support a discussion on the community housing contract will not be available until after the Community Services Committee meeting on 24 November.
2.2 It is recommended this matter be referred to Council so that it can be progressed before the end of this year. Otherwise it will need to wait until the first Community Services Committee meeting in 2017, potentially not until March.
3. Recommendation
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Receives the report Community Housing Management Contract (R6771); and Refers, for Council consideration, matters relating to the management contract for community housing in order to progress the project in a timely manner. |
4. Discussion
4.1 Following a Council report in October 2015, it was resolved by Council:
THAT the contract for the management of Council’s community housing portfolio is awarded through an open tender process, using appropriately weighted attributes which represent both asset management and tenant welfare requirements.
4.2 A Request for Proposal (RFP) process for the community housing contract was initiated in July 2016. The proposal included tenancy, building management and tenant welfare services.
4.3 Matters related to the RFP require governance consideration but officers are awaiting further information. This will not be available before the Community Services Committee meeting on 24 November, but is expected to be available by the 15 December Council meeting.
4.4 Officers recommend that in order to progress awarding the contract that the matter is referred to Council for the 15 December meeting. Otherwise it will need to wait for the first meeting of the Community Services Committee in 2017 which will mean a long delay for the organisations that have responded. The current management contract has expired and is being rolled over on a month by month basis and additional tenant welfare requirements specified in the resolution of October 2015 are therefore not being delivered while the RFP is being assessed.
Options
4.5 Option 1: The Community Services Committee could refer the matter of the community housing contract to the Council meeting on 15 December. This is the preferred option as it avoids a further delay in awarding the contract.
4.6 Option 2: The Community Services Committee could decide that the matter is taken to the first Community Services Committee meeting of 2017. This will delay the award of the new contract and delay providing tenants with the welfare aspects that will be incorporated into the new management contract.
5. Conclusion
5.1 It is recommended that the matter of the community housing contract be referred to the Council meeting on 15 December.
Jane Loughnan
Policy Coordinator
Attachments
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Important considerations for decision making |
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1. Fit with Purpose of Local Government The decision to refer the decision on the community housing management contract to Council provides the community with a timely decision. |
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2. Consistency with Community Outcomes and Council Policy Community housing fits with Council’s community outcomes that our communities have access to a range of social, educational and recreational facilities and activities and that our communities are healthy, safe, inclusive and resilient. It also consistent with the Social Wellbeing Policy and its focus on affordable housing. |
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3. Risk The decision to refer the matter to Council is low risk as all members of the Community Services Committee also sit on Council and can participate in the decision-making on this item. |
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4. Financial impact Referral of the decision on the management of community housing contract to Council will allow the awarding of a new contract at an earlier date. Information on the financial impact of the new contract will not be available until the preferred respondent has provided a final price. |
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5. Degree of significance and level of engagement Referring this matter to Council is of low significance to the community as it only affects the timing of a decision and no engagement will be undertaken. |
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6. Inclusion of Māori in the decision making process Maori have not been invited to provide feedback on this decision. |
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7. Delegations The Community Services Committee has the delegation for matters relating to community housing. The Committee has the power to make a decision on the award of the management contract for community housing, however given time constraints this report recommends that the decision be referred to Council. |
