community boards – functions and delegations

This document records the delegation of Council functions, responsibilities, duties, and powers to Community Boards.

The Community Boards have been established under section 49 of the Local Government Act 2002 to represent, and act as an advocate for, the interests of their community.

The delegations are expressed in general terms. The delegations shall be exercised with proper regard for the Council’s strategic direction, policies, plans, Standing Orders and its interpretation of its statutory obligations. The delegations are to be read together with the following propositions.

These delegations are based on the following principles:

· Issues relevant to a specific community should be decided as closely as possible to that community. Where an issue has city-wide implications, ie any effects of the decision cross a ward or community boundary or have consequences for the city as a whole, the matter will be decided by Council after seeking a recommendation from the relevant Community Board or (any ambiguity around the interpretation of “city-wide” will be determined by the Mayor and Chief Executive in consultation with the relevant Chair);

· Efficient decision-making should be paramount;

· Conflicts of interest should be avoided and risks minimised;

· To ensure processes are free from bias and pre-determination Community Boards should not adjudicate on issues on which they have advocated or wish to advocate to Council;

· Community Boards should proactively and constructively engage with residents on local matters that affect the community they represent and raise with Council issues raised with them by their community and advocate on behalf of their community.

These delegations:

(a) do not delegate any function, duty or power which a statute (for example section 53(3) and clause 32(1) of Schedule 7 of the Local Government Act 2002) prohibits from being delegated;

(b) are subject to and do not affect any delegation which the Council has already made or subsequently makes to any other committee, Council officer or other member of staff;

(d) are subject to any notice issued by the Council, from time to time, to a Community Board that a particular issue must be referred to Council for decision;

(e) reflect that decisions with significant financial implications should be made by Council (or a committee with delegated authority);

(f) promote centralisation of those functions where the appropriate expertise must be ensured; and

(g) reflect that all statutory and legal requirements must be met.

DELEGATIONS

Decide:

· Naming new roads and alterations to street names (in the Community Board’s area).

· Official naming of parks, reserves and sports grounds within the provisions of Council’s Naming Policy. Note [1]

· Removal and/or planting of street trees within the provisions of Council’s Operational Guide for Urban Forest Plan where a dispute arises that cannot be resolved at officer level. Note [2]

· The granting of leases and licences in terms of Council policy to voluntary organisations for Council owned properties in their local area, for example, halls, but not including the granting of leases and licences to community houses and centres.

· The granting of rights-of-way and other easements over local purpose reserves and granting of leases or licences on local purpose reserves.

· The granting of leases and licences for new activities in terms of Council policy to community and commercial organisations over recreation reserves subject to the provisions of the Reserves Act 1977 and land managed as reserve subject to the provisions of the Local Government 2002, in their local area. (Note: renewal of existing leases and licences will be reported once a year to Council’s City Development Committee).

· The allocation of funding from the Community Engagement Fund in accordance with Council’s adopted guidelines.

· Expenditure of funds allocated by the Council to the Board from the Miscellaneous Budget to cover expenditure associated with the activities of the Board. The Chair to approve expenditure, in consultation with the Board, and forward appropriate documentation to the Committee Advisor for authorisation. Boards must not exceed their annual expenditure from the Miscellaneous Budget.

· The allocation of funding for the training and development of Community Board or members, including formal training courses, attendance at seminars or attendance at relevant conferences.

Consider and make recommendations to Council on:

· Particular issues notified from time to time by Council to the Community Board.

· Roading issues considered by the Mayor and Chief Executive to be strategic due to their significance on a city-wide basis, including links to the State Highway, or where their effects cross ward or community boundaries.

· Parks, reserves and sports ground naming for sites that have a high profile, city-wide importance due to their size and location and/or cross ward or community boundaries.

· Representatives to any Council committee, subcommittee, subordinate decision-making body, working group, or ad hoc group on which a Community Board representative is required by Council.

· The setting, amending or revoking of speed limits in accordance with the Hutt City Council Bylaw 2005 Speed Limits, including the hearing of any submissions.

GENERAL FUNCTIONS

Provide their local community’s input on:

· Council’s Long Term Plan and/or Annual Plan.

· Council’s policies, programmes (including the District Roading Programme) and bylaws.

· Changes or variations to the District Plan.

· Resource management issues which it believes are relevant to its local community, through advocacy.

· The disposal or acquisition of significant assets.

· Road safety including road safety education within its area.

· Any other issues a Board believes is relevant to its local area.

· Review Local Community Plans as required.

Reports may be prepared by the Board and presented to Council Committees, along with an officer’s recommendation, for consideration.

Any submissions lodged by a Board or Committee require formal endorsement by way of resolution.

Co-ordinate with Council staff:

· Local community consultation on city-wide issues on which the Council has called for consultation.

Maintain:

· An overview of roadworks, water supply, sewerage, stormwater drainage, waste management and traffic management for its local area.

· An overview of parks, recreational facilities and community activities within its local area.

Develop:

· Community Response Plans in close consultation with the Wellington Region Emergency Management Office, emergency organisations, the community, residents’ associations, other community groups, and local businesses. The Community Response Plans will be reviewed on an annual basis.

Grant:

· Local community awards.

Promote:

· Recreational facilities and opportunities in its area with a view to ensure maximum usage.

· Arts and crafts in its area.

Appoint:

· A liaison member or, where appropriate, representatives to ad hoc bodies, which are involved in community activities within the Board’s area, on which a community representative is sought.

Endorse:

· Amendments to the Eastbourne Community Trust Deed (Eastbourne Community Board only).

HUTT CITY COUNCIL

Wainuiomata Community Board

Meeting to be held in the Wainuiomata Community Library,

Queen Street, Wainuiomata on

Wednesday 8 November 2017 commencing at 7.00pm.

ORDER PAPER

Public Business

1. APOLOGIES

2. PUBLIC COMMENT

Generally up to 30 minutes is set aside for public comment (three minutes per speaker). Speakers may be asked questions on the matters they raise.

3. Presentations

a) Presentation by Department of Corrections, Community Liaison Advisor (17/1494)

Report No. WCB2017/5/133 by the Senior Committee Advisor 10

b) Presentation by Love Wainuiomata (17/1594)

A presentation will be provided by a representative from Love Wainuiomata.

4. CONFLICT OF INTEREST DECLARATIONS

5. Minutes

Meeting minutes Wainuiomata Community Board, 6 September 2017 13

6. Reports referred for board input before being considered by A SUBCommittee of Council

a) 8 Bexley Grove - Proposed No Stopping At All Times Restrictions (17/1618)

Report No. WCB2017/5/252 by the Contractor 19

b) 8 Waiu Street - Proposed P15 Parking Restrictions (17/1657)

Report No. WCB2017/5/258 by the Traffic Engineer - Network Operations 23

7. Community Engagement Fund 2017-2018 (17/1648)

Memorandum dated 26 October 2017 by the Community Advisor - Funding and Community Contracts 27

8. Schedule of Meetings 2018 (17/1559)

Memorandum dated 11 October 2017 by the Senior Committee Advisor 32

9. Committee Advisor's Report (17/1483)

Report No. WCB2017/5/134 by the Committee Advisor 41

10. Chair's Report - November 2017 (17/1482)

A report will be tabled at the Board meeting.

11. Report from representatives on local organisations

Keep Lower Hutt Beautiful (17/1574)

Report No. WCB2017/5/136 by Ms Willard, Member, Wainuiomata Community Board 47

12. QUESTIONS

With reference to section 32 of Standing Orders, before putting a question a member shall endeavour to obtain the information. Questions shall be concise and in writing and handed to the Chair prior to the commencement of the meeting.

Annie Doornebosch

COMMITTEE ADVISOR DEMOCRATIC SERVICES

13 6 September 2017

HUTT CITY COUNCIL

Wainuiomata Community Board

Minutes of a meeting held in the Wainuiomata Community Library,

Queen Street, Wainuiomata on

Wednesday 6 September 2017 commencing at 7.00pm

PRESENT: Cr C Barry Cr J Briggs Mr R Sinnott (Chair) Mr T Stallworth Ms S Tuala-Le’afa Mr G Tupou (Deputy Chair) Ms M Willard Mrs J Winterburn

APOLOGIES: There were no apologies.

IN ATTENDANCE: Mayor WR Wallace (part meeting)

Mrs A Doornebosch, Committee Advisor

Ms A Reilly, Wainuiomata Community Hub Manager (part meeting)

PUBLIC BUSINESS

1. APOLOGIES

There were no apologies.

Special Announcement - Community Spirit Awards Presentation

The Chair noted the Community Spirit Awards recognised members of the Wainuiomata community who contributed a great amount of personal time to the community. He advised as well as the Awards, the Board would provide a small donation for the groups that each recipient represented.

The Chair highlighted Ms Jo Bryant was very well known in the Wainuiomata community for her work and contributions to the Koha Shed. He advised Mr Gary Sue was very involved in local schools and sports clubs. He expressed his thanks to Ms Bryant and Mr Sue for their ongoing contributions.

Mayor Wallace presented the Community Spirit Awards to Ms Bryant and Mr Sue. He acknowledged their efforts and noted the Awards were a visionary way to recognise the close community spirit in Wainuiomata.

3. PUBLIC COMMENT

Speaking under public comment, Constable Aroha Morehu representing the New Zealand Police highlighted methods of crime prevention in the community. She said there had been a recent increase in burglaries and theft from vehicles.

In response to questions from members, Constable Morehu encouraged members of the community to create new neighbourhood support groups. She highlighted the Crimestoppers contact number – 0800 555 111, which provided the public a facility to report crime anonymously.

Speaking under public comment, Ms Chloe Young and Ms Lisa Scott noted they had prepared a petition to gain support for the development of a fenced dog park in Wainuiomata. They said they were both new residents to Wainuiomata, and considered an exercise park for dogs would be a valued asset for the community. Ms Scott advised her dog was attacked in early 2017, and she was now afraid to walk her dog on her own. She said a number of other residents felt the same, so they had formed a walking group. Ms Young advised they intended to obtain 2,500 signatures for their petition.

In response to a question from a member, Ms Scott said any Council owned land in Wainuiomata could be an appropriate site for a dog park, in consultation with the community.

Mayor Wallace suggested the Board ask for a report from officers to consider the development of a dog park in Wainuiomata, if this was supported by the community.

Resolved: ( Mr Sinnott/Cr Briggs) Minute No. WCB 17401

“That the Board asks officers to provide a report to the Board and appropriate Committee of Council, detailing urgent consideration on options to develop a dog park in Wainuiomata.”

4. Presentation

Presentation by Love Wainuiomata

Ms Esther Venning from Love Wainuiomata provided a presentation and outlined current initiatives Love Wainuiomata was pursuing. These included the installation of a public barbeque and seating on Queen Street, and plantings and landscaping to highlight the Wainuiomata lookout.

In response to questions from members, Ms Venning advised Love Wainuiomata wanted to pursue the exercise space outlined for Queen Street at the Board meeting held on 28 June 2017, but this would likely now be a wider exercise trail subject to Progressive Enterprises developments in the area. She said the focus of their current work was around the Queen Street area, due to the large turnover of people coming into this area. She advised they were working with other community groups in Wainuiomata to develop a website. She noted the suggested barbeque in Queen Street would be electric requiring little maintenance, and Lions would support with general cleaning. She advised any damage or larger maintenance would need to be met by Love Wainuiomata or Council. She said Love Wainuiomata initiated the design to complete the area surrounding the Wainuiomata lookout, and estimated costs for this development would be $5,000.

Mayor Wallace asked the Ward Councillors to discuss the funding of the Wainuiomata lookout development with officers, to investigate if costs could be met from existing Council budgets.

Resolved: ( Mr Sinnott/Ms Willard) Minute No. WCB 17402

“That the Board:

(i) endorses the work Love Wainuiomata are developing in the design and plantings to highlight and complete the Wainuiomata lookout; and

(ii) asks Councillors Barry and Briggs to discuss with officers if the cost of this work can be met from existing Council budgets, with the support of Mayor Wallace and the Board.”

5. CONFLICT OF INTEREST DECLARATIONS

There were no conflict of interest declarations.

6. Minutes

Resolved: ( Mr Sinnott/ Mr Tupou) Minute No. WCB 17403

“That the minutes of the meeting of the Wainuiomata Community Board held on Wednesday, 28 June 2017, be confirmed as a true and correct record subject to an amendment under item 6, Smokefree Queen Street, Wainuiomata – Ms Leah Clark should read Mrs Leah Clark.”

Resolved: (Mr Sinnott/ Mrs Winterburn) Minute No. WCB 17404

“That the minutes of the meeting of the Wainuiomata Community Board held on Tuesday, 25 July 2017, be confirmed as a true and correct subject to an amendment under item 4, Proposed New Public Street Name – 80A Wise Street, Wainuiomata – Ms Leah Clark should read Mrs Leah Clark.”

Committee Advisor's Report (17/1214)

Report No. WCB2017/4/113 by the Committee Advisor

The Committee Advisor highlighted an additional advertising cost of $252 from the Board’s miscellaneous budget in June 2017. She asked members if a representative would be available to represent the Board on the Wainuiomata Rural Association. Ms Tuala-Le’afa advised she would be available to represent the Board. Councillors Barry and Briggs said they would discuss Councillor representation with the Association and advise back.

In response to a question from a member, the Chair advised he would be supportive of training opportunities for members, noting the cost would be met from the Board’s training budget.

Resolved: ( Mr Sinnott/ Mr Stallworth) Minute No. WCB 17405

“That the Board notes the report and the additional advertising cost of $252 from the Board’s miscellaneous budget for 2016/2017.”

Chair's Report - September 2017 (17/1215)

Report No. WCB2017/4/114 by the Chair

The Chair elaborated on the report.

Ms Tuala-Le’afa advised she would contact Wainuiomata High School, to arrange for members to visit the school and outline local body infrastructure, and local and central government voting systems.

Resolved: ( Mr Sinnott/Cr Barry) Minute No. WCB 17406

“That the report be noted and received.”

9. Report from representatives on local organisations

Keep Hutt City Beautiful (17/1325)

Report No. WCB2017/4/117 by Ms Willard, Wainuiomata Community Board

Ms Willard elaborated on the report.

Resolved: ( Ms Willard/ Ms Tuala-Le'afa) Minute No. WCB 17407

“That the report be noted and received.”

10. QUESTIONS

There were no questions.

11. EXCLUSION OF THE PUBLIC

Resolved: ( Mr Sinnott/Cr Barry Minute No. WCB 17408

“That the public be excluded from the following parts of the proceedings of this meeting, namely:

12. Minutes

25 July 2017

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:

(A)	(B)	(C)
General subject of the matter to be considered.	Reason for passing this resolution in relation to each matter.	Ground under section 48(1) for the passing of this resolution.

Minutes of the Wainuiomata Community Board held on 25 July 201: Proposed New Public Street Name – 80A Wise Street, Wainuiomata	The withholding of the information is necessary to protect the privacy of natural persons. (s7(2)(a)).	That the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exist.

This resolution is made in reliance on section 48(1) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or 7 of that Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as specified in Column (B) above.”

There being no further business the Chair declared the public portion of the meeting closed at 8.20 pm. The public excluded portion of the meeting closed at 8.36 pm.

Mr R Sinnott

CHAIR

CONFIRMED as a true and correct record

Dated this 8th day of November 2017

19 08 November 2017

Wainuiomata Community Board

20 October 2017

File: (17/1618)

Report no: WCB2017/5/252

8 Bexley Grove - Proposed No Stopping At All Times Restrictions

Purpose of Report

1. The purpose of this report is to seek Council’s approval for the installation of No Stopping At All Times Restrictions in Bexley Grove, Wainuiomata as shown in Appendix 1 attached to this report.

Recommendations

That the Traffic Subcommittee recommends that Council approves the installation of No Stopping At All Times Restrictions in Bexley Grove, Wainuiomata as shown in Appendix 1 attached to the report.

Accessibility for residents adjacent to this bend will be significantly improved.

Background

2. Council received a request from the resident at 8 Bexley Grove to improve parking etiquette and accessibility in the street. When vehicles are parked outside number 7, he finds it very difficult to get in and out of his driveway.

3. Bexley Grove is a very narrow street and is only 6 metres wide at this section of the road.

4. When cars are parked directly opposite the driveway of 8 Bexley Grove the carriageway width is further reduced, making it impossible to exit the driveway without cutting the curb or making a three point turn manoeuvre.

5. The tenants at 7 Bexley Grove own five cars and a light truck, which does not fit in their driveway.

6. These vehicles are frequently parked directly opposite number 8 and on the grass berm outside number 7.

Discussion

7. The installation of No Stopping At All Times Restrictions as proposed will ensure an adequate clearance for the driveway and access through this bend.

8. The proposed restriction will result in the loss of one on street car park.

Options

9. The options are:

· To leave the area as it is without any restrictions and accept the accessibility issue will remain; or

· To install the proposed changes to improve access for the resident at 8 Bexley Grove.

Consultation

10. Officers consulted with the five directly affected residents at numbers 5, 6, 7, 8 and 9 Bexley Grove.

· Four residents supported the proposal; and

· One resident (number 7) opposed the proposal. They noted that they can’t park the light truck off the street as they might damage the driveway, and it is a rental property.

- Officers Response: The tenants at number 7 have shown little empathy for the resident at number 8 and could park the truck further along the street (including opposite their own driveway) if inclined to do so. The proposed No Stopping restriction will ensure future accessibility at this location.

Legal Considerations

11. These restrictions are made pursuant to the provisions of the Hutt City Council Traffic Bylaw 2007 (Amended 20 November 2014).

Financial Considerations

12. These changes can be funded from Council’s 2017/2018 road markings budget.

Other Considerations

13. In making this recommendation, officers have given careful consideration to the purpose of local government in section 10 of the Local Government Act 2002. Officers believe that this recommendation falls within the purpose of the local government in that it improves safety for the benefit of all road users. It does this in a way that is cost-effective because it utilises standard road markings.

Appendices

No.	Title	Page
1 ⇩	Bexley Grove (8) - Proposed No Stopping At All Times Restrictions 37.2017 17/1598 Cycle 5 2017	22

Author: Martin Barry

Eco Design Advisor

Reviewed By: Zackary Moodie

Traffic Engineer - Network Operations

Approved By: Damon Simmons

Traffic Asset Manager

23 08 November 2017

Wainuiomata Community Board

27 October 2017

File: (17/1657)

Report no: WCB2017/5/258

8 Waiu Street - Proposed P15 Parking Restrictions

Purpose of Report

1. The purpose of this report is to seek Council’s approval for the installation of two P15 Parking Restrictions outside 8 Waiu Street, Wainuiomata as shown in Appendix 1 attached to the report.

Recommendation

That the Traffic Subcommittee recommends that Council approves the installation of P15 Parking Restrictions outside 8 Waiu Street, Wainuiomata attached as Appendix 1 to the report.

For the following reason: to increase parking turnover and improve the level of service for couriers and customers.

Background

2. Wellington Toyota, at 8 Waiu Street, Wainuiomata operates in the vehicle dismantling industry – with couriers coming into the premises approximately 20 times a day and a number of customers visits throughout the day.

3. With the industrial nature of the businesses in Waiu Street, and no parking restrictions in the area, many carparks are occupied by commuter parking for most of the day.

4. Providing short term parking will help with the flow and turnover of parks in the area.

Discussion

5. Providing two P15 parking restrictions directly outside the main entrance will increase parking turnover and improve the level of service for couriers and customers.

Options

6. The options are:

i. to leave the area as it is and accept that short term parking is not provided for couriers and customers convenience; or

ii. to implement the proposed changes and improve turnover on two carparks in the area therefore improving the level of service for couriers and customers that visits the local businesses.

Consultation

7. A plan of the proposed changes and a petition form were sent to Wellington Toyota, who consulted with the other four directly affected businesses at 1, 2, 3 and 10-15 Waiu Street.

· All those who were consulted signed the petition in support of the proposed changes.

Legal Considerations

8. These restrictions are made pursuant to the provisions of the Hutt City Council Traffic Bylaw 2007 (Amended 20 November 2014).

Financial Considerations

9. These changes can be funded from Council’s 2017/2018 operational budget.

Other Considerations

10. In making this recommendation, officers have given careful consideration to the purpose of local government in section 10 of the Local Government Act 2002. Officers believe that this recommendation falls within the purpose of the local government. It does this in a way that is cost-effective because it utilises standard signage.

Appendices

No.	Title	Page
1 ⇩	8 Waiu Street - Proposed P15 Parking Restrictions Plan 30.2017	26

Author: Zackary Moodie

Traffic Engineer - Network Operations

Approved By: Damon Simmons

Traffic Asset Manager

MEMORANDUM 26 08 November 2017

Our Reference 17/1648

TO: Chair and Members

Wainuiomata Community Board

FROM: Debbie Hunter

DATE: 26 October 2017

SUBJECT: Community Engagement Fund 2017-2018

Recommendations

That the Board:

(i) notes that the Community Engagement Fund closed on 6 October 2017 and two applications had been received;

(ii) agrees that the applications were considered according to the merits of the application criteria and priorities of the fund. An information sheet is attached as Appendix 1 to the memorandum;

(iii) agrees that the organisations granted funding will be required to attend a meeting of the Board once the project has been completed; and

(iv) agrees to a second round of funding in 2018 with proposed opening/closing dates as follows:

Open Fund	Close Fund	Decisions Due
1 March 2018	10 April 2018	13 June 2018

Purpose of Memorandum

1. For the Panel to assess and determine the funding to be granted to the eligible Community Engagement Fund applications.

Background

Community Engagement Fund

2. Hutt City Council agreed through the 2017/2018 Annual Plan to contribute $48,850 for the Community Board/Panel Community Engagement Fund.

3. This is for local activities and events that directly benefit the communities concerned.

4. The fund was promoted through Hutt City Council’s grants system, publically advertised in the Hutt News, and through contacts/networks via members of the Community Boards/Panels.

5. Two applications were received under the Wainuiomata Community Board Community Engagement Fund requesting a total of $3,546.00. They are as follows:

No.	Organisation	Description	$Eligible Request
1	Wainuiomata Community Garden Projects	Purchase of materials for a concrete slab for a propagation shed to be built on.	1,500.00
2	Wainuiomata Tennis Club	Purchase of chairs to replace existing chairs in their clubrooms.	2,046.00
			$3,546.00

6. The Board has $8,607.00 available to be allocated. The funds need to be allocated by end of June 2018.

7. Any organisations granted funding will be required to attend a meeting of the Board once the project has been completed.

8. The balance of the funds will be used in a second round of funding in 2018. The opening and closing dates of the fund is proposed as follows:

Open Fund	Close Fund	Decisions Due
1 March 2018	10 April 2018	13 June 2018

Appendices

No.	Title	Page
1 ⇩	Information Sheet - Community Engagement Fund 2017-2018	30

Author: Debbie Hunter

Community Advisor - Funding and Community Contracts

Approved By: Melanie Laban

Divisional Manager, Community Projects and Relationships

BACKGROUND

Hutt City Council made budgetary provisions in 2017/2018 of $48,850.00 per annum for the Community Engagement Fund.

Purpose

To support community development or community events in the local community with the objective of strengthening and building a community.

The Community Board (CB)/Community Panel (CP) may allocate all available funding in the first round or may decide to only allocate some and have a second round of funding. The second round of funding is normally held in May.

Who is Eligible?

Your organisation must be either an Incorporated Society or a Charitable Trust. The event/activity must take place within Lower Hutt.

Ineligible Purposes

Funding will not be granted for the following:

§ purchase of land or buildings or alterations to buildings, including building maintenance, loans and mortgages

§ organisations or groups providing services that are considered to be the responsibility of central or local government or some other funding body (such as health, education or the provision of utilities)

§ retrospective costs for activities which have already taken place or been completed (ie. costs incurred before the CB/CC meeting date to consider the application)

§ organisations or groups which seek to redistribute funds to other recipients at their own discretion

§ fundraising costs and legal costs

§ debt repayment or refinancing of existing loans

§ capital investment or trust funds

§ prize monies

§ ongoing operating costs of community groups or organisations such as rent and salaries

Accountability and Acknowledgement

Successful applicants are required to complete an accountability form (with receipts and photographs if applicable) within six weeks of the completion date.

Application Tips

Applicant groups are strongly recommended to:

§ show realistic project/activity costs

§ show they have an identified need for the project/activity and that they have planned carefully

§ have tried other sources of funding

§ provide letters of support or other proof of wider community support

§ be available to attend and speak to the application at the CB/CC meeting

How to Apply

You will need to make an application online through Hutt City Council’s online grants management system. Your organisation will need to register on the site if they are not already registered. You can access the site via http://www.huttcity.govt.nz/Services/Funding/ under the Community Engagement Fund.

Or you can choose to meet with the Community Advisor: Funding/Contracts who will help you through the process.

Application Closing Dates

You will be able to edit your application until the closing date of the fund - 6 October 2017 at 5pm.

When will the decisions be made

CBs/CPs will consider applications in their area at their November meeting dates:

For more details about these meeting dates please visit infocouncil.huttcity.govt.nz/

All applications are assessed in terms of how well they meet the purpose of the fund, as outlined above, and other criteria agreed by Council and the CBs/CCs.

Applicants are advised via the online grants system and will be required to send through a signed copy of the agreement as well as a valid invoice.

Help and Support

The Community Advisor: Funding/Contracts is available to meet with you to help you complete your application through the online system. You may contact her on 570 6955 or email her funding@huttcity.govt.nz.

There is also a Know How document on making an application to the Community Engagement Fund. You may download this from our Funding Resources page or you may request a copy by emailing the Community Advisor: Funding/Contracts.

Previous Allocations

§ Xmas in Da Hood – equipment hire

§ Tumeke Taita – purchase of consumables

§ Naenae Festival – equipment hire

Flowchart on Process

§ Has a project or an activity they would like funding for. There is no limit on what you can apply.

§ Checks that they are eligible

§ Your organisation will need to register on the Hutt City Council’s grants management system huttcitycouncilgrants.force.com/

§ Make the application

§ Get quotes from your suppliers. Attach these to your application.

§ Once the application closes the Community Funding Advisor will follow up on anything that is missing.

§ You may be contacted by a CB/CC member to discuss your application.

§ The CB/CC will make a decision at the next public meeting

§ The Community Funding Advisor will update the grants system and you will receive a generated funding agreement by email advising you of the outcome of your application. This is the email that you are using through the grants management system.

§ You will need to get the agreement signed by authorised members of your Trust. You will be required to send through an invoice for the total amount you have been granted.

§ You will need a valid Tax Invoice. If your organisation is GST registered, please add GST to the amount granted.

§ Remember to include the bank details on the invoice so payment can be made. Send the Invoice and Signed Agreement to the Community Funding Advisor who will then ensure the funds are paid. Normally monthly.

§ Once you have completed your project and spent the funds you will need to complete an Accountability Form. This can be done through the grants system.

Make sure you remember to acknowledge Hutt City Council and ensure that the grant allocated is set out in your financial accounts as a separate line item.

Also, please make sure you contact the Community Funding Advisor by on 570 695 or funding@huttcity.govt.nz. The Advisor will be more than happy to talk to you about your application.

Other Resources Available:

§ Funding Guide

§ HCC Funding Calendar

§ FAQ on the grants management system

§ Know How document on making an application for the Community Engagement Fund

§ Meet with the Community Funding Advisor on to one or invite her to attend a meeting to discuss all of her funding knowledge.

Background

4. The Local Government Act 2002 requires that a local authority must hold the meetings that are necessary for the good government of its district.

5. The Act requires that notice be given in writing to each member of the time and place of a meeting, not less than 14 days before the meeting or, if the local authority has adopted a schedule of meetings, not less than 14 days before the first meeting on the schedule.

6. Attached as Appendix 1 to the report is a draft schedule for five meeting cycles for 2018.

Committee Structure Review

7. At its meeting on 22 November 2016, Council resolved the following (Minute No. C16514):

“That Council:

(i) notes the Council Committees for the 2016-2019 triennium attached as Appendix 1 to the report;

(ii) notes that the membership and full terms of reference for each committee will be available at the December 2016 Council meeting; and

(iii) notes that a review of the Council Committees will be undertaken in 18 months’ time.”

8. The review of the committee structure is due to be undertaken in early 2018. The meeting schedule will be reviewed at this time, if required.

Comment

9. The draft schedule provides a free week during week 1 of each meeting cycle when the first order papers for the cycle are being prepared, a week during which community board meetings are scheduled, two weeks during which the major standing committees of Council and subcommittees can meet, and a Council meeting in the sixth week of the cycle.

10. This allows reports that are of relevance to a community to be considered by the appropriate community board before going to the appropriate committee of Council.

11. Meetings of the Community Panels will be held as required.

12. In situations where additional meetings of Council and its committees/subcommittees are required, ideally 14 days’ notice will be provided to members. Where a lesser period of notice is provided, such meetings would be treated as extraordinary meetings.

10. The draft meeting schedule for 2018 has been adjusted to make provision for meetings associated with the Annual Plan process, including scheduling community board meetings during the Annual Plan consultation period.

11. A number of community boards on their own initiative have scheduled informal community meetings to discuss specific issues or as a forum for engaging with the community. It is anticipated that these informal meetings will continue, and will supplement the meetings held to conduct formal business, which are more structured and provide limited opportunities for public input.

12. The meeting schedule has been adjusted where necessary to take account of public holidays, which are noted on the schedule and also the Local Government New Zealand Conference.

13. To assist with forward planning, regular civic functions to be held in 2018 have been included in the schedule.

14. It will be necessary for Council to determine the venue for Council and committee/subcommittee meetings, and these are customarily held in Council Chambers. Community Board and Community Panel meeting venues are selected from within the communities served.

15. As circumstances may change over time, it is considered appropriate that Council delegate authority to the Chief Executive in consultation with the Mayor or Committee Chair to alter the date, time or venue of a meeting or cancel a meeting, should circumstances require this.

Consultation

16. The proposed schedule of meetings will be submitted to the November 2018 meetings of the community boards for agreement or approval in respect of their meeting dates, and selection of venues for their meetings.

17. In respect of the joint committee Hutt Valley Services Committee, the dates have been discussed with officers from Upper Hutt City Council.

18. In respect of the Hutt Valley Flood Management Subcommittee, Regional Transport Committee and the Wellington Regional Strategy Committee, officers from Greater Wellington Regional Council have notified the dates to officers.

19. In respect of the Wellington Water Committee, officers are waiting to hear back from Wellington Water Ltd.

20. In respect of the Wellington Regional Waste Minimisation and Management Joint Committee, the dates have yet to be determined. Decisions made in respect of these meetings will be report back to Council in December, along with the venues to be used for the community board meetings in 2018.

Legal Considerations

20. The Local Government Act 2002 makes provision for Councils to adopt a schedule of meetings. Adoption of the schedule presented will serve as notice to members that the meetings set out on the schedule are to be held.

Publicity Considerations

21. There are no publicity considerations arising from this report.

Financial Considerations

22. There are no financial considerations arising from this report.

Other Considerations

23. In making this recommendation, officers have given careful consideration to the purpose of local government in section 10 of the Local Government Act 2002. Officers believe that this recommendation falls within the purpose of the local government in that it meets the current/future needs of the community by providing the community a set meeting schedule when Council meets to make decisions impacting on the future community goals.

38 08 November 2017

Wainuiomata Community Board

22 September 2017

File: (17/1483)

Report no: WCB2017/5/134

Committee Advisor's Report

Purpose of Report

1. The primary purpose of this report is to update the Board on various items of interest to the Board.

Recommendation

That the Board receives the report and:

(i) determines the venue and start time for its 2018 meetings;

(ii) determines catering requirements for its 2018 meetings; and

(iii) determines advertising requirements for its 2018 meetings.

Venue

2. In 2017, the Board met at the Wainuiomata Community Library. The Board is asked to confirm a venue for its 2018 meetings.

Start Time for Board Meetings

3. In 2017, the Board met at 7pm. The Board is asked to confirm the meeting start time for its 2018 meetings.

Catering

4. The Board is asked to consider catering requirements for its 2018 meetings.

Advertising

5. The Board’s meetings are advertised in the Hutt News and on Council’s website. The cost for this does not come out of the Board’s miscellaneous administration budget. The Board needs to determine whether it wishes to advertise in any other advertising format.

Community Consultations

6. Please see below a list of current proposals Council is consulting on:

Consulting on

Closing Date

New fees and charges under the RMA

Naenae Community Hub

22 November 2017

1 December 2017

Consultations can be viewed on Council’s website:

http://www.huttcity.govt.nz/Your-Council/Have-your-say/Consulting-on/

7. 2017/2018 Expenditure

The Board’s Miscellaneous Administration Budget for the 2017/2018 financial year is $5,000, and the Training Budget is $3,000. Expenditure to date is included in Appendix 1 attached to the report.

Appendices

No.	Title	Page
1 ⇩	Wainuiomata Community Board Expenditure 2017-2018	45

Author: Annie Doornebosch

Committee Advisor

Reviewed By: Kate Glanville

Senior Committee Advisor

Approved By: Kathryn Stannard

Divisional Manager, Democratic Services

[1] This excludes sites that are considered high profile, significant on a city-wide basis due to their size and location, or where the site crosses ward or community boundaries.

[2] The Operational Guide for Urban Forest Plan is available from Council’s Parks and Gardens Division.

Richard Sinnott (Chair)	Gabriel Tupou (Deputy Chair)
Terry Stallworth	Sisi Tuala-Le’afa
Margaret Willard	Jodie Winterburn
Cr Campbell Barry	Cr Josh Briggs