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Caro Street Occupancy - Council Policy

Sponsor:

General Manager Community Services

Community Outcome
Date Approved: 17 August 2005
Date Reviewed: 10 March 2008
File Reference: 3/6/9

Community Outcome:

Safety and Community Spirit
4.4 - Addresses social issues and values volunteers.

Objective

To provide accommodation assistance to not-for-profit community groups in the Caro Street building.

Policy

Council's Caro Street building is made available as office space for utilisation by community groups for a fixed term and at a reduced commercial rental.

Council's support to emerging community groups assists building capacity for the provision of sustainable services to the community.

Philosophy

Hamilton City Council supports and recognises the principle of social equity and values of the not-for-profit sector in the city and the role it plays in strengthening community development.

Principles

HCC will provide a facility that aims to:

  • Support emerging and under resourced not-for-profit community groups by offering reduced rental accommodation on a fixed term lease
  • Assist groups in building capacity to provide sustainable community services
  • Provide community groups with the opportunity to work collectively in promoting community well-being
  • Foster easy access for the public to social service agencies

Criteria

Eligible Applicants will provide evidence of:

  • A service that delivers social outcomes to meet an identified city wide need
  • Supporting the philosophy and principles of this policy
  • Registration as a not-for-profit incorporated society or charitable trust that demonstrates clear governance and management roles
  • An on-site staff level that does not exceed five full-time equivalent staff
  • Utilisation of the office space for administration purposes only
  • Access for the public on a regular basis

Ineligible Applicants will include:

  • Commercial ventures
  • Government Organisations
  • Partisan or Church groups
  • Lobby or pressure groups
  • Individuals

Leases

Lease periods and rental rates will be in accordance with the `Building Rental Council Owned Policy

Policy review

This policy will be reviewed every 6 years.

Reference

Caro St Occupancy Implementation Guidelines

Applications

Applications in the first instance will be called for through advertising in local news publications and HCC Website. Vacancies that occur during the standard three-year term will be filled, in the first instant, from the waiting list or advertised for expressions of interest.

Applications to include:

  • A written letter of intent showing evidence of the applicant's ability to comply with the philosophy and criteria of Caro St building
  • Information that supports the applicant's service delivery and public contact
  • An outline of the applicant's identified needs, current service delivery and future direction
  • Latest set of annual accounts and/or current accounts

All applicants will be notified in writing on receipt of application by Hamilton City Council and again after allocations have been made. Unsuccessful applicants will also be notified and if requested their details will be held on the waiting list.

Leases

  • All lease agreements will be signed prior to occupancy
  • Existing tenants will have the right to reapply with a maximum term of up to six years
  • Alterations and partitioning will only be permitted on approval from HCC Property and Risk Unit

Exceptional Circumstances

Notwithstanding the priorities stated above it may increase the viability of the project to lease a proportion of the building to a compatible tenant able to pay market rental. Space may be made available to organisations with a sound-funding base provided the service they provide is:

  • Compatible with existing tenants
  • There is space available
  • Their presence does not erode the philosophical intent of the building

Allocation Committee

Council will appoint an Allocation Committee comprising two councillors and two independent community representatives every 3 years with the delegated authority to approve/decline tenancy applications.

Roles and Responsibilities

The Property and Risk Unit will manage the repairs, maintenance and alterations to the building. Community support will manage the application and allocation process and manage tenant leases and tenant meetings.