COMMUNITY ENGAGEMENT STANDING …...COMMUNITY ENGAGEMENT STANDING COMMITTEE WEDNESDAY 12 OCTOBER...
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COMMUNITY ENGAGEMENT
STANDING COMMITTEE
FINAL MINUTES
12 October 2016
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Table of Contents
Folio Date Particulars
40051 12.10.2016 Community Engagement Standing Committee Minutes
40061 30.09.2016 Community and Client Services Monthly Review - September 2016
40091 12.10.2016 2016-2020 Arts and Cultural Plan
40129 12.09.2016 Minutes - Visual Arts Advisory Committee
Declaration of Potential Conflict of Interest
Nil.
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COMMUNITY ENGAGEMENT STANDING
COMMITTEE MEETING
MINUTES
1. COMMITTEE ATTENDANCE:
Crs K J Casey (Chairperson), L G Bonaventura, A J Camm, J F Englert, R C Gee, F A
Mann, and Mayor G R Williamson were in attendance at the commencement of the
meeting.
2. NON-COMMITTEE ATTENDANCE:
Also present were Cr M J Bella, Cr K L May, Cr A R Paton, Cr R D Walker, Mr C
Doyle (Chief Executive Officer & A/Director Client & Community Services) and Mrs
M Iliffe (Minute Secretary).
The meeting commenced at 10.30 am.
3. ABSENT ON COUNCIL BUSINESS:
Nil
4. APOLOGIES:
Nil
5. CONFLICT OF INTEREST:
Nil
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6. CONFIRMATION OF MINUTES:
6.1 COMMUNITY ENGAGEMENT STANDING COMMITTEE
MINUTES - 21 SEPTEMBER 2016
THAT the Community Engagement Standing Committee Meeting
Minutes held on 21 September 2016 be adopted.
Moved Cr Gee Seconded Cr Mann (nee Fordham)
CARRIED
7. BUSINESS ARISING OUT OF MINUTES OF PREVIOUS MEETING:
Nil
8. CORRESPONDENCE AND OFFICERS’ REPORTS:
8.1 COMMUNITY AND CLIENT SERVICES MONTHLY REVIEW 1
TO 30 SEPTEMBER 2016
Author Acting Director Community and Client Services
Purpose
Attached is a copy of the Community and Client Services Monthly Review for the
month of September 2016.
Officer's Recommendation
THAT the Community and Client Services Monthly Review covering the period
1 to 30 September 2016 be received.
The CEO as Acting Director spoke to the report.
Cr Camm queried why there was only nine (9) emergency relief assistance packages
provided from the 31 applications received.
The CEO advised this would be taken on notice and information provided to the
Committee in relation to the process applied when reviewing the applications.
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Cr Englert queried if the Ness Street SES Facility Upgrade Project could be updated to
provide a completion date as this completion phase has been 5% for some months now.
The CEO advised this will be reviewed updated.
Cr Casey mentioned the number of hits for the corporate communication has remained
consistent for the last few months. Also, the proactive patrols undertaken during the
month only resulted in three (3) dogs impounded with the majority of the dog owners
walking their dogs on leash.
Cr Camm thanked the Community Engagement officers for providing information to
the Locality Councillors of any community engagement they were undertaken.
The Mayor advised he had recently visited the Mackay Regional Council Pound and
suggested if any Councillor had not visited the facility they should do so, as the staff
does excellent work with the animals in sometimes very trying situations. He advised
he would like through this Committee to further push the plans for a new facility to be
up and running.
Cr Casey queried if a tour of the Mackay Regional Council Pound could be arranged
for any Councillor who wished to attend.
The CEO confirmed this could be arranged.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Camm Seconded Cr Englert
CARRIED
8.2 BETTER COMMUNITY BUILDING FUND
File No Better Community Building Fund
Author Manager Community Lifestyle
Purpose
To seek Council approval for a revision of the Better Community Building Fund
application process and priorities.
Background/Discussion
Through the 2015/16 budget process, Council established the Better Community
Building Fund to provide support to not-for-profit sporting and community
organisations to invest in major infrastructure projects. To maximise civic outcomes,
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Council sought to co-invest with not-for-profit sporting and community organisations
and invited groups to submit applications for funding between $75,000 and $250,000 to
deliver projects that could be achieved during the 2015/16 or 2016/17 financial years.
This program enabled council to invest in local jobs and stimulated economic growth
and social participation opportunities across the region.
As a result of this program, Council supported 13 projects across the region to the value
of $3,000,000. Many of the groups were able to use council’s investment to attract
further funding from State and Commonwealth grant programs to enhance the
investment in local infrastructure.
Given the success of this program and the ongoing interest from local organisations, a
further $2,000,000 was allocated to the program in the 2016/17 budget.
Consultation and Communication
In order to maximise the potential for successful applicants to leverage additional
investment, discussions have been held with the representatives of the Department of
National Parks, Sport and Racing to review the alignment of funding opportunities and
programs. Advice received from the Department indicates that the next round of major
capital grants is unlikely to occur before 2018, however, smaller programs are likely to
open in mid-2017.
Resource Implications
$2,000,000 has been allocated in the 2016/17 budget to support applications to the
Better Community Building Fund. This program is administered by the Community
Programs team, with applications assessed by a Committee of Councillors and
Directors.
Risk Management Implications
In order to manage financial risks associated with the approval of any application, it is
recommended that funds from the Better Community Building Fund be released at
approved milestone intervals as projects come to fruition, or as applications to leverage
additional funds to complete major projects are successful.
It is further recommended that applicants be required to submit quarterly progress
reports in order to keep council informed of the development of their projects.
Conclusion
Given the information provided by the Department of National Parks, Sport and Racing
it is recommended that the funding limits for 2016/17 Better Community Building Fund
program be adjusted to allow organisations to apply for grant amounts that will allow
them to either complete smaller one-off projects, or enable them to leverage additional
funds through State Government programs. Therefore, it is recommended that the
funding limits for 2016/17 Better Community Building Fund program be in the range
of $25,000 to $100,000 with the Assessment Committee provided with the discretion to
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recommend projects of up to $250,000 (similar to the 2015/16 program) for projects of
significance and where the applicant has the ability to deliver the project by 31
December 2017. The Committee's recommendation must be submitted to Council for
approval.
Officer's Recommendation
THAT
1. Council support the variation to the funding range of the 2016/17 Better
Community Building Fund to assess applications of between $25,000 to
$100,000.
2. The Assessment Committee, the composition of which is yet to be
finalised, is provided with the discretion to recommend applications up to
$250,000 where the project is significant, has the potential to attract other
funding and will be delivered before 31 December 2017.
3. The Committee's recommendation must be submitted to Council for
approval.
4. Successful applicants be required to submit a quarterly report on the
progress of their project.
5. Payment of successful grants is tied to identified project milestones, or
when additional funding has been secured for larger projects.
Cr Bonaventura advised whilst he was happy with the report it did not advise when the
guidelines would come back to the Committee.
The CEO advised the current timeline is by 31 October 2016 on the assumption there
are no changes to the criteria.
The Mayor advised there should be a review of the assessment criteria and committee
structure given recent discussions with community groups.
Cr Camm advised the criteria should be changed and the committee briefed on the
changes before the report be adopted.
Procedural Motion
THAT the report lay on the table until the November 2016 Committee meeting.
Moved Cr Camm
CARRIED
Cr Bonaventura recorded his vote against the Motion
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8.3 2016 - 2020 ARTS AND CULTURAL PLAN
Author Manager Community Lifestyle
Purpose
To present the 2016-2020 Arts and Cultural Plan to Council for endorsement.
Background/Discussion
In order to enter into funding arrangements with the State Government through Arts
Queensland, Council is required to have an Arts and Cultural Plan that outlines its
commitment to our community. The Arts and Cultural Plan provides the strategic
framework to guide Council in making decisions regarding financial and human
resource investments for the development of all forms of arts, culture and heritage, as
well as the broader cultural engagement and enrichment of community life.
Consultation and Communication
Consultants Wanda Bennett and Tracey Heathwood were engaged to undertake a
review of the Current Arts and Cultural plan, facilitate a range of community
engagement strategies and develop the 2016 – 2020 Arts and Cultural Plan. In order to
ensure community members had the opportunity to participate and provide input into
the development of the plan, 10 community meetings were held across the region
attracting 88 participants. A dedicated Facebook page was established that attracted
over 400 followers while survey data was captured through the use of Connecting
Mackay. In addition to community input, Council staff responsible for the delivery of
arts, culture and heritage programs were also engaged to provide input. The draft
document was viewed 186 times, with many positive comments being received from
community members.
Resource Implications
The 2016-2020 Arts and Cultural Plan contains a range of strategies and actions. For
those items that are the responsibility of Council and are beyond existing budgets,
business cases will need to be developed to inform future budget processes or
alternatively funding secured from external sources as opportunities arise.
Risk Management Implications
As a strategic document, the 2016-2020 Arts and Cultural Plan provides a framework to
assist Council and its Officers in the decision-making processes required to ensure risks
associated with the implementation of the plan are mitigated.
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Conclusion
The 2016-2020 Arts and Cultural Plan has been developed following extensive
consultation with Council Officers and community members. The plan represents the
community’s desire for Council to continue to invest in and to drive the Arts and
Cultural sector as an important economic contributor. In addition, the plan connects
community and assists Council to deliver on its Corporate Objectives to build
Community Pride and improve Health and Wellbeing outcomes for our community.
Officer's Recommendation
THAT the 2016-2020 Arts and Cultural Plan be adopted.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Gee Seconded Cr Englert
Cr Bonaventura congratulated the staff for preparing the 2016-2020 Arts and Cultural
Plan and the five (5) goals and strategies for action recommended.
CARRIED
8.4 DRAFT MINUTES - VISUAL ARTS ADVISORY COMMITTEE
Author Manager Community Lifestyle
Purpose
Attached is a copy of the draft minutes of the Visual Arts Advisory Committee
(VAAC) meeting held on 12 September 2016, for information purposes.
Officer's Recommendation
THAT the Minutes of the Visual Arts Advisory Committee meeting dated 12
September 2016 and the VAAC Terms of Reference be received.
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Committee Resolution
THAT the Officer's Recommendation be adopted.
Cr May queried if an Advisory Committee's Terms of Reference required an elected
member to form part of the Advisory Committee.
The CEO advised he would take this on notice and come back to the Committee.
Moved Cr Bonaventura Seconded Cr Englert
CARRIED
9. TENDERS:
Nil
10. CONSIDERATION OF NOTIFIED MOTIONS:
Nil
11. PUBLIC PARTICIPATION:
Nil
12. LATE BUSINESS:
Cr Casey advised next week is Anti-Poverty week and Council is running a food drive
with the aim of delivering non-perishable, in-date food items and toiletries to local
charities. Items can be dropped off at collection points located at Council facilities as
listed on Council's website.
Cr Casey advised Council has launched a new competition to encourage residents to get
connected with their local community. Harvey Norman Mackay is the proud sponsor
of the competition and all residents need to do to enter is go to Council's Facebook
Page and subscribe to a Council eNewsletter. The competition is free to enter and the
winner will receive a new iPad 2 Wi-Fi (64GB).
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13. CONFIDENTIAL REPORTS:
Nil
14. MEETING CLOSURE:
The meeting closed at 10.52 am.
15. FOR INFORMATION ONLY:
Nil
Confirmed on Wednesday 16 November 2016
………………………………………
CHAIRPERSON
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APPENDIX / ATTACHMENTS
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