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8 JULY 1996
A meeting of the Community Services Committee
was held on Monday 8 July 1996 at 4.00 pm
Councillors Graham Condon, David Cox,
Anna Crighton, Ishwar Ganda,
Pat Harrow, Lesley Keast, Gail Sheriff
and Barbara Stewart.
IN ATTENDANCE: Councillor Oscar Alpers (from 4.50 pm)
and Councillor Charles Manning.
APOLOGIES: Apologies for absence were received and accepted
from the Mayor, Councillor Carole Anderton
and Renée Holbrook (Christchurch Youth Council
representative).
Councillor Oscar Alpers arrived at 4.50 pm, retired at 6.05 pm and was absent for clauses 1, 6, 7, 8 and 10.
Councillor David Close arrived at 5.30 pm and was absent for clauses 1, 4, 7, 8, 11.1 and part of clause 2.
Councillor Anna Crighton retired at 5.50 pm and was absent for clauses 5, 6, 10 and part of clause 9.
Councillor Charles Manning retired at 6.05 pm and was absent for clauses 5, 6 and 10. The Committee reports that:
PART A - MATTERS REQUIRING A COUNCIL DECISION
1. CHILDREN'S STRATEGY STUDY RR 3269
Officer responsible
Author
Children's
Advocate
Kevin
Roche
Corporate
Plan Output: Children's Strategy
The purpose of this report is to inform Councillors on the seminar of the Community Services Committee on the Children's Strategy Study and on the results of the consultation process undertaken on the study.
BACKGROUND
Members will recall that at the March meeting of the Committee the Children's Strategy research report and recommendations contained in this were considered. It was agreed that this should be the basis of consultation with the public and primary schools and that Community Boards should also have the opportunity for comment on this document.
In addition a seminar session of the Community Services Committee was held on Wednesday 15 May 1996 to consider ways by which the Strategy might be advanced. The conclusions of that seminar are also reported.
CONSULTATION PROCESS
A series of advertisements inviting public comment were placed in the major newspapers. While only a limited number of informal comments were made, the Children's Advocate, Lyn Campbell, was able to discuss the document with a wide range of community groups and schools. This process continues and is proving to be valuable.
Specific comments have been received from only one Community Board (attached) and Boards have indicated their support for the initiatives being taken. They have in most cases formed working parties to examine the report and consider ways in which it could be implemented. This is seen as an ongoing process and again the Children's Advocate has met with a number of Community Boards to assist in this process.
COMMUNITY SERVICES COMMITTEE SEMINAR
A seminar of the Community Services Committee was held on 15 November 1995 to consider the research report and in particular the conclusions and recommendations contained in chapter 5 on "accentuating the positives and eliminating the negatives". The seminar was facilitated by the Children's Advocate and divided into workshops to firstly identify the appropriate Standing Committees responsible for each recommendation and secondly to comment on means by which these could be implemented and to identify some of the issues involved.
The attached schedule provides details of this study and it was agreed at the seminar that this should be referred to the relevant Standing Committees to provide recommendations in due course on their implementation.
FUTURE DIRECTION
It is expected that further recommendations to those contained in the report will be developed as Community Boards and Standing Committees consider ways in which the Strategy could be implemented. The report should therefore be viewed as the commencement of an ongoing process.
Recommendation: 1. That the information be received.
2. That the recommendations on the attached schedule be referred to the relevant Standing Committees for consideration and provision of specific recommendations on implementation within three months.
3. That the Community Services Committee recommend to the Council the Children's Strategy Research Report as a guideline for the Council, Community Boards, Councillors and staff.
4. That a working party of the Community Services Committee consisting of Councillors Ishwar Ganda, Pat Harrow, Lesley Keast, Garry Moore and Barbara Stewart be formed to consider the implementation of those recommendations that relate to the Community Services Committee, and to liaise with other committees on those which effect their areas of responsibility.
2. CIVIC AWARDS RR 3188
Officer responsible
|
Author
|
| Communications
and Promotions Manager
|
Kevin
Roche
|
| Corporate
Plan Output: Civic Protocol Support page 6-16
|
The purpose of this report is to seek agreement of Councillors on the guidelines to be adopted in respect to the civic awards scheme.
1. BACKGROUND
Councillors will recall that a report was provided to the 10 June 1996 meeting of the Community Services Committee on the consultation undertaken with Community Boards on the civic awards scheme.
This provided information on the responses of Community Boards to the recommendations made at the March 1996 meeting of the Committee and on the suggestion that the civic awards scheme be expanded to include awards for gallantry. In the majority of instances Community Boards supported the recommendations of the Committee with the exception of the proposal "that nominees who have already received a Royal Honour shall not be eligible for a civic award". There was a majority of Community Boards who felt that those who had received a Royal Honour should not be excluded from consideration. In addition the concept of utilising the existing national honours awards system and awards of the Royal Humane Society for gallantry rather than expanding the civic awards scheme to include this was supported.
2. INCORPORATION OF STRATEGIC OBJECTIVES
During discussion on this topic at the June meeting of the Committee concern was expressed at the suggestion that the civic awards scheme be aligned more closely with the Council's strategic objectives. It was considered that this might place too restrictive a framework on what could be considered "voluntary service benefiting the city of Christchurch or its people". In addition adoption of these additional criteria could mean recognition of professional as well as voluntary service.
It is suggested therefore that the existing categories as detailed in the guidelines be retained and voluntary service which contributes to the Council's strategic objectives be recognised as an additional category.
3. FORM OF RECOGNITION
Members will recall that at the June meeting representations were made by Mr Michael Burdon (a recipient of a civic award) on the suggestion that in addition to a certificate a medallion also be presented (this suggestion had been made to Community Boards who had not expressed any preference on this issue).
Depending on design and assuming the present number of approximately 25 recipients each year is retained costs involved are likely to be in the order of $1,500 initially and $1,000 per annum thereafter for a suitable medallion. At present no specific budget provision exists for this.
4. GUIDELINES
Amended guidelines for the civic awards scheme incorporating the recommendations of the Community Services Committee and comments from Community Boards are attached.
Recommendation: 1. That the draft guidelines for the civic awards scheme as amended by the Committee be adopted.
2. That the service be acknowledged by the presentation of a framed certificate and medallion by the Mayor at an appropriate ceremony.
3. That the civic awards and the Community Boards' community awards programmes continue to be independent of each other, but they should, if possible, be co-ordinated together to eliminate any date or time conflict.
4. That the civic awards scheme be retained for recognition of outstanding voluntary community service of benefit to the city and that Community Boards be encouraged to recommend nominations, when appropriate, for awards made by the Royal Humane Society and the New Zealand Honours Systems for gallantry and bravery.
5. That an honours book giving details of all future and previous recipients of civic awards since 1989 be maintained.
3. TOWN HALL ORGAN - INAUGURATION RR 3238
Officer responsible
|
Author
|
| Accounting
Services Manager
|
Dennis
Morgan
|
| Corporate
Plan Output: Vol II Town Hall
|
The purpose of this report is to confirm Council representation on the committee planning the inauguration function for the Town Hall Organ in May 1997.
The Christchurch Town Hall Subcommittee in conjunction with the Civic Music Council was bringing together an event appropriate to the occasion.
Councillor Newton Dodge and the Town Hall Manager represented the sub-committee at the planning meetings.
The Town Hall Sub-committee's final meeting on 25 June 1996 sought the Council's continuing involvement in this committee.
Recommendation: That Councillor Newton Dodge represent the Council on the committee planning the inauguration function for the Town Hall Organ.
4. YOUTH AND CULTURAL DEVELOPMENT SOCIETY RR 3209
Officer responsible
|
Author
|
| Leisure
and Community Services Manager
|
Julie
Macdonald
|
| Corporate
Plan Output: Information and Advice to Council.
|
The purpose of this report is to meet requirements reflected in output: Information and Advice to Council.
INTRODUCTION
An evaluation of the Youth and Cultural Development Society has recently been carried out. The purpose of this report is to summarise the evaluation findings and recommendations and to discuss the Council's future role and responsibilities with this organisation.
BACKGROUND
The Youth and Cultural Development Society (YCD) has been operating a youth centre and programmes for young people from premises on Manchester Street since October of 1993.
In 1993, in response to a proposal from YCD to the Cultural and Social Services Committee, the Council agreed to fund the rent of the youth centre. The youth centre rent is currently $48,120 per annum and this amount is allowed for in the 1996/1997 draft budget. The current lease expiry date for the centre is 31 March 1997.
In 1993 it was agreed by Council that the YCD programme should be evaluated after twelve months. No provision was made in the budget for this evaluation and there was no discussion with YCD about this evaluation being a requirement of further funding. Details of this evaluation were not specified and for these reasons the proposed evaluation did not take place.
In 1995 the Community Adviser - Youth and Senior Community Adviser discussed with YCD the possibility of the Council contracting an independent researcher to carry out an evaluation to assess progress towards YCD's original programme goals. YCD was, at that time, considering a change in direction and Council staff were concerned that there had not yet been sufficient evaluation of the existing service to warrant this. YCD agreed that an evaluation would be a useful exercise.
EVALUATION PROCESS AND CONCLUSIONS
Sue Dwan was contracted to conduct the evaluation of the work of YCD in May 1996. This involved observation of the drop-in-centre and programmes and interviews with staff, Board members and people involved with other related services in Christchurch. The review was completed in early May and a summary of findings and recommendations is presented below.
Executive Summary The vision and ideals for establishing a `one-stop-shop' approach to services for youth at risk, was extremely creative and appropriate in 1994, and equally relevant today. It appears that many of the original players to YCD's inception have either stayed with their service and/or found a more appropriate venue for their service delivery. Some have simply moved on. There are a number of agencies in Christchurch providing a range of social services to youth and there are now several Trusts and groups providing drop in/support and programmes in the suburbs. YCD currently offers a small range of services - a Drop In Centre, Holiday Programmes and a Youth Service Corps, for mainly Polynesian and Maori youth although their objective has always been to provide a service to all youth. There appears to be no other drop in centre in town, for this client group. In summary, YCD needs to reflect on its achievements over the last two years, and see what has been developed in relation to their original vision. YCD needs to take a proactive approach to its current financial situation, and to the critical service issues identified in this report. The Council too, needs to look critically at its current community development policies and practices and develop formal contractual agreements with the community groups it funds. Summary of main recommendations Financial That the YCD seeks external professional financial advice and downsizes its activities to what it can afford. This may involve engaging volunteers rather than paid staff. The Board That the Board confines its role to that of governance and clarifies this role in relation to that of the Manager. Management That client minimums be set for the Drop In Centre and the Centre's hours be reduced if there is a continued decline in numbers attending. That YCD provide the Leisure and Community Services Unit with a six monthly report on their activities, beginning August 1996. The report should include information about their financial situation, the numbers and types of programmes running and client statistics. Record Keeping That YCD develop a more accurate system to count clients and to obtain more relevant statistical information. The Council That the Council's requirement to have a representative on YCD's Board be discontinued and that YCD directly contact the Community Adviser - Youth if assistance is needed. Further recommendations relating to the general role of the Council as funder of community services will be discussed in a Committee report next month.
DISCUSSION
The evaluation raises questions about issues relating to the Council's decision to fund community organisations and the subsequent contact between Community Development staff and community groups. As is mentioned above, a further report will be presented at the August meeting of the Community Services Committee which discusses these issues.
The YCD evaluation indicates that the drop-in centre continues to meet a need for predominantly Maori and Pacific Islands young people (aged mostly 16-20) in the central city area. However it also suggests that YCD needs to do some work in the areas of financial planning and role definition.
The Council's role with YCD remains unclear. The Council has agreed to fund YCD but has not specified expected outcomes or performance standards. This has led to some difficulties relating to the level of involvement of Council staff in YCD, the expectations for support YCD has of Community Advisory staff, and the outcomes the Council can expect from YCD. The Council's current role with YCD has been negotiated between the YCD Board and the Community Adviser - Youth (with the funding arrangement already in place).
At present the Council has implied its commitment to YCD by continuing to fund the drop-in centre. The evaluation recommends that the nature of this commitment be clarified and tied to some specific outcomes.
Recommendation: 1. That the Community Adviser - Youth no longer attends Board meetings but instead continues to be available as a resource person for specific tasks (for example the development of policies or collection of client information).
2. That the Council develops performance measures, in conjunction with YCD, which specify clear expectations in the areas of client numbers, programmes running, staffing and financial management.
3. That YCD be asked to provide a six monthly report to Council (as recommended in the evaluation) which the Council will consider in line with both these performance measures and with the recommendations in the evaluation.
4. That the Council considers its commitment to YCD in the context of the support provided to other community groups working with young people.
5. SUBMISSION TO SRHA ON COMMUNITY BASED RR 3266
PSYCHIATRIC RESIDENTIAL SERVICES
Officer responsible
|
Author
|
| Director
of Policy
|
Kevin
Roche
|
| Corporate
Plan Output: Strategic Planning page 8.1.3
|
BACKGROUND
The Southern Regional Health Authority has prepared a discussion document on community based psychiatric services as part of the consultation process in finalising its 3-5 year purchasing strategy.
Submissions closed with the SRHA on 30 June 1996 but they have indicated an extension of time will be allowed to enable the Council to make a submission.
SUBMISSION PROCESS
In previous instances a working party of Councillors and staff have prepared a submission for endorsement by the Committee and the Council prior to forwarding to the SRHA.
The topic of accommodation for those suffering psychiatric illnesses in Christchurch has been part of the investigation of housing needs currently being undertaken by the Housing Review Working Party.
It is considered appropriate for this group to formulate a response to the discussion document, in consultation with other interested parties for ratification at the July meeting of the Council.
Recommendation: That the Housing Review Working Party be authorised to prepare a response to the SRHA discussion document on "Community Based Psychiatric Residential Services" in consultation with other interested parties for ratification by the Council.
The Chairperson comments:
The working party met on two occasions to consider the draft discussion document and was also assisted by Ms Robyn Fraser, Southern Regional Director, Richmond Fellowship. A copy of the discussion document has also been provided to the Nga Tahu Trust Board to allow them to comment directly on the sections relating to Maori.
Submissions on the document closed on 30 June 1996 but in view of the fact that this was not received by the Council until 29 June 1996 an extension of time until 25 July has been granted. The short timespan has, however, meant that the normal degree of research and consultation has not been possible.
The concerns of the Council, as a major landlord, in this area have been stressed in the submission together with the broader issues of resource allocation to the SRHA in general. A copy of the draft submission is attached.
Chairperson's
Recommendation: That the submission of the Housing Review Working Party on the SRHA discussion document "Community Based Psychiatric Residential Services" be confirmed.
6. STRATEGY FOR CHILDREN (SUPPLEMENTARY) RR 3298
Members resolved that the above report be received and considered at the Committee meeting on 8 July 1996 in terms of section 46A(7) of the Local Government Official Information and Meetings Act 1987.
Officer responsible
|
Author
|
| Children's
Advocate
|
Lyn
Campbell
|
| Corporate
Plan Output: Children's Strategy
|
The purpose of this report is to inform Councillors of the opportunity to make submission to a Select Committee on the International of the Year of the Family Committee.
BACKGROUND
The following outlines the method of making submission to this Select Committee:
`
Year of the Family Committee
Select
Committee on the Report of the NZ International
A Select Committee to inquire into the recommendations from this report has just been announced. The first recommendation from the IYF Committee: `That an appropriate monitoring agency be established to assess the positive and negative effects of policy and legislation on families. Suggestions for this have included a Ministry of Family Affairs, an Institute of Family Studies or a Family Policy Unit.' Submissions close on Monday 16 July 1996 and personal appearances can be made.' The proposal for an appropriate monitoring agency is an extension of the Christchurch City Council Strategy for Children which requires Standing Committees to consider all policy in the light of how it may affect children in the city. Such an agency could have two major purposes:
(a) To gather data and statistics and authoritative information on children and families as a basis for policy and decision making at central and local government levels.
(b) To monitor policy and practice and give advice to Ministers particularly in the areas of commerce, justice, health, education and welfare. Recommendation: 1. That a working party consisting of Councillors Ishwar Ganda, Pat Harrow, Lesley Keast, Garry Moore and Barbara Stewart and the Children's Advocate meet to draft a submission to the Select Committee considering the recommendations of the International Year of the Family Committee.
2. That this submission be brought before the Council meeting of 18 July for official ratification.
The Chairperson comments:
Attached is the draft submission to the Select Committee which has been endorsed by the working party. A copy of this draft has been forwarded to the Select Committee on the understanding that ratification will be required by the full Council.
Chairperson's
Recommendation: That the submission to the Select Committee on the report of the New Zealand International Year of the Family Committee be endorsed.
PART B - ITEMS DEALT WITH BY THE COMMITTEE AND
REPORTED FOR INFORMATION ONLY
7. DEPUTATIONS BY APPOINTMENT
Ms Libby Robins and Hildegarde Grant spoke concerning the work of the Early Start and New Start programmes in the Christchurch north-east area. The programme aims to work on an early intervention basis with families at risk and relies on an early initial assessment by the visiting Plunket nurse who uses a number of criteria to assess families at risk. About 50 families are involved in a sample pilot scheme in the north-east area of Christchurch and support offered includes modelling, teaching, transport and co-ordination of services. The presentation provided details of the social profile of the mothers of the children involved together with outcomes achieved by the projects.
They reported that one in six families needed this type of intervention and this equated to 400-500 babies each year across the district. Funding is currently provided by the Regional Health Authority and Trustbank Community Trust.
Ms Robins and Ms Grant indicated that the Committee could provide support by advocating on their behalf for the importance of early intervention programmes in local services.
It was noted that the Christchurch Safer Community Council had recently discussed similar issues at a forum involving Mr John Langley and Professor Fergusson and would be considering the issues raised. It was agreed that a report on the outcome of the Christchurch Safer Community Council meeting would be provided for the Committee in due course.
8. ELDERLY PERSONS' HOUSING SECURITY MEASURES RR 3185
The Committee considered a report from the Housing Manager on the terms of reference for a proposed study on security within elderly persons' housing complexes.
The Committee resolved that the following terms of reference and time scale be adopted:
1. A review of the current situation including:
* An audit of existing security measures.
* A review of the methods of construction and the security of doors,
windows etc.
Report back to Committee by August 1996
2. A review of Council policy and tenants' perceptions with regard to security including:
* A survey of tenants in a cross section of complexes taking into
consideration the age and type of construction of the units.
* The perception that the segregation of the elderly is wrong, that there
should be a mix of all ages - policy review.
* Education of the tenants - Confident Living Programme.
* The adequacy of outside lighting.
* The desirability or otherwise of having a mixture of security
arrangements including cameras and security patrols.
* The appropriateness of existing landscaping, fences etc.
Report back to Committee by September 1996.
3. A review of national/international experience with regard to security measures.
Report back to Committee by September 1996.
The Committee noted that implementation of costs following the review would need to be funded from the housing operational account and that this would be reflected in a reduced transfer of surpluses to the housing development fund.
9. FERRYMEAD HISTORIC PARK RR 3137
The Committee considered a report on the progress to date on the restructuring of the Ferrymead Trust Board.
The report related to the resolution of the December 1995 ordinary meeting of the Council:
"That prior to confirmation of the 1996/97 City Council grant the Ferrymead Trust reconstitute its board in consultation with the Community Services Committee." The report provided details of the restructuring of the Trust Board as proposed by the Ferrymead Development Group and the main changes proposed to the constitution to give effect to the management structure which were:
1. Membership of the Ferrymead Historic Park Trust Board will consist of one representative from each of the constituent societies plus one member appointed by the Christchurch City Council.
2. The Trust Board will have one representative on the Ferrymead Development Group (the Board Chairman). (It will retain ownership of the assets and leases, will receive financial reports from the Development Group and be responsible for liaison with the Societies for special functions).
3. The Development Group will consist of five members, one member being the Chairman of the Trust Board, and four external members who will be appointed by the Christchurch City Council.
(The Development Group will be responsible for the day to day running of the park, management of the assets and leases, financial and administrative management, employment of staff and contracts with societies, concessionaries and others for services.)
The Development Group has proposed the following for consideration for the four external appointments to the Development Group:
Mr Craig Boyce - Chief Executive, Smiths City Market
Mr Martin Hadlee - Senior Partner, KPMG
Mr Warner Mauger - Chief Executive, Mauger Construction (has been involved with Ferrymead for a number of years)
Mr Michael Hannah - Chief Executive, Canterbury Manufacturers' Association
Ms Briony Ellis - Events Organiser, Christchurch Arts Centre
Ms Raewyn Dunn - Principal, Sir George Seymour Tourism and Travel College
Adviser to the Development Group - Mr David Wilson, Community Employment Group
The Committee resolved:
1. That the above information be received.
2. That the Ferrymead Trust Board be advised of the Committee's support for the proposed Trust Board structure and the suggested composition of the Development Group.
3. That the final decision on the appointment of the four external representatives on the Development Group be made by the Council on the recommendation of the existing Ferrymead Development Group.
10. CHILDCARE REVIEW REPORT RR 3267
The Committee considered a report from Sally Latham, Community Adviser Childcare, on the report prepared for the Council by Mr Ken Cutforth on the Council's role in childcare. It was expected that the final version of the report would be available in the second week of July and it was recommended that a joint Councillor and officer working party be appointed to consider this report and report back to the August meeting of the Committee.
The Committee resolved that Councillors Ishwar Ganda, Pat Harrow, Lesley Keast, Garry Moore and Barbara Stewart, together with the Senior Community Development Adviser and the Community Adviser Childcare consider the report and report to the August meeting of the Committee.
11. ITEMS RECEIVED
The Committee received the following report:
11.1 Music Centre of Christchurch Trust Board - RR 3265
Annual Report
The Committee considered a report from Councillor David Cox, the Council's representative on the Music Centre of Christchurch Trust Board Inc on the year to 31 December 1995. Councillor Cox reported that the centre was showing positive growth in bookings and event patronage and that the level of support from the Council for the previous year and future years was welcomed by the Trust Board.
The meeting concluded at 6.15 pm
CONSIDERED THIS 24TH DAY OF JULY 1996 MAYOR