Extraordinary Western
Community Panel Meeting
27
October 2017
Pursuant
to a requisition dated 18 October 2017 signed by the Chair
an Extraordinary Western Community Panel meeting to be held in the
Community
Corner, Maungaraki Community Hall, 135 Dowse Drive, Maungaraki, Lower Hutt
on:
Wednesday 1
November 2017 commencing at 6.00pm
Membership
|
Tracey
Coleman (Chair)
|
|
|
Gregguil Besa
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Paul Caygill
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Pam Hindmarsh
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Ellen Jackman
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Cr Margaret Cousins
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Cr Chris Milne
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|
|
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For
the dates and times of Council Meetings please visit www.huttcity.govt.nz
Central,
Eastern, Northern and Western Community Panels
Delegations,
Guidelines and Criteria
Membership:
7
5 community representatives and 2 Ward Councillors
Quorum: 4
(to include one Ward Councillor)
Meeting Cycle: When
required
Reports to: Community
Services Committee (yearly)
This document
records the delegation of Council functions, responsibilities, duties and
powers to Community Panels (‘the Panels’). The delegations
are expressed in general terms. The delegations shall be exercised with proper
regard for the Council’s strategic direction, policies, plans and
Standing Orders.
Note: Community
Panels are a new concept for Hutt City. Council has deliberately kept the
guidelines and rules broad and at a high level. Panels are encouraged to
help shape themselves and evolve in order to best meet their key
responsibilities.
PURPOSE:
The
Panels were established by Council at its meeting held on 23 May 2017.
The purpose of the Panels is outlined in the general functions listed below. The role of the Panels is to represent and act as an advocate for
the interests of their communities.
GENERAL FUNCTIONS:
·
Representation
– discuss, debate and provide feedback to Council on all important local
issues, city wide matters of significance, Annual Plans and policy setting.
·
Allocate and manage a Local Community
Projects Fund.
·
Allocate and manage the local Community
Engagement Fund for the Central, Eastern, Northern and Western Wards to
assist and support local community events and initiatives.
GUIDELINES AND CRITERIA FOR LOCAL COMMUNITY
PROJECTS FUNDS:
·
To be used to fund one or more local community
projects per triennium.
·
Projects are to develop community assets that
are not able to be funded in Council’s Long Term Plan and/or Annual
Plan.
·
Community assets include, but are not limited
to, playgrounds, street furniture, public art, tree planting, lighting, safety
improvements, way finding, signage, improvements to existing public places and
facilities. These community assets should be in public spaces.
·
The development of new assets needs to be in
accordance with Council strategies, policies and plans.
·
Where on-going maintenance and or other costs
are required after completion, these need to be provided for. This may be
by way of formal agreement with the relevant division of Council.
·
Approval of spending must be by resolution of
the Panels.
·
A report must be submitted, at the end of each
financial year, to the Community Services Committee, detailing expenditure over
the year.
CRITERIA FOR THE PANELS TO
MANAGE THE LOCAL COMMUNITY PROJECTS FUND:
·
See attached Appendix 1 for the internal process
that must be followed to ensure appropriate officers receive information on
projects and can provide feedback.
·
Projects must be supported by officers if there
are on-going maintenance or other costs post
completion.
·
Each Panel will agree and determine a process
for determining how projects will be identified and how funding decisions will
be made.
CRITERIA FOR THE PANELS TO
MANAGE THE COMMUNITY ENGAGEMENT FUND
·
The fund is for local
activities and events that directly benefit the communities concerned.
·
To be eligible for funding the organisation must be
a charitable trust or an incorporated society and the activity must take place
within the Hutt.
·
Panels may choose to allocate the entire fund in
one funding round or they can have two funding rounds per annum. An
appropriate assessment sheet is used by members when determining which
organisation(s) should receive funding.
·
The funds can be used towards the hireage of
equipment, advertising costs, purchasing food for a specific event.
Operational costs cannot be applied for.
·
Organisations that are granted funding are
responsible for completing an accountability form to report on the funds spent.
·
Council’s Community Funding Advisor is
available to support and assist community groups when making applications
through the Council’s online grants system.
STANDING
ORDERS:
The Hutt City Council’s Standing
Orders apply, subject to the provisions for meeting quorum and decision making
as set out in these delegations.
INFORMAL MEETINGS AND
ADMINISTRATION:
·
Where funding decisions are not being
made, the Panels are encouraged to meet informally.
·
Council’s Secretariat Services Division
will support each Panel by way of formal meeting administration, co-ordination
and governance advice.
·
A senior member of Council’s Community
Services Division will support each Panel.
CHAIRS
Chairs will be recommended to Council at
the beginning of the triennium, for a 12 month period. At which point,
the Panel will elect its Chair for the remaining term. It is preferred
that Ward Councillors are not Chairs, although this is possible should no other
panel member be able to commit to the role.
Appendix 1 - Checklist
for Local Community Projects Fund
Attach project description/application to
this checklist and email to relevant Manager(s).
Divisional Manager Parks and Gardens
Divisional Manager Road and Traffic
City Safety Manager
Divisional Manager Leisure Active
Divisional Manager Museums
Divisional Manager Environmental Consents
Divisional Manager Regulatory Services
Council Managers to complete:
1.
Do you support this project? Yes or No (please circle)
2.
Do you have any initial concerns with this project?
3.
What needs to be taken into account when the panel is considering this
project for funding? (bylaws, consents):
4.
Do you deem this to be a new asset? Yes or No (please circle)
If yes, does it
align with Council’s strategic, policies or plans?
If no, why not?
5.
Is there budget set aside for this project? Yes or No (please
circle)
If yes, please
state what year this funding will be made available:
Can you liaise
with this group in your planning stages of this project, for their input
Yes or No (please circle)
If no, why not?
6.
Can this project be funded through Council’s Long Term Plan? Yes
or No (please circle)
If no, why not:
7.
Will there be a maintenance budget or other costs post completed that
need to be factored into this project? Yes or No (please circle)
If yes, please
advise the amount required:
Western Community Panel
Extraordinary
meeting to be held in the Community Corner, Maungaraki Community Hall, 135
Dowse Drive, Maungaraki, Lower Hutt on
Wednesday
1 November 2017 commencing at 6.00pm.
ORDER
PAPER
Public Business
1. APOLOGIES
2. PUBLIC
COMMENT
Generally up to
30 minutes is set aside for public comment (three minutes per speaker on items appearing on the agenda). Speakers may be
asked questions on the matters they raise.
3. CONFLICT
OF INTEREST DECLARATIONS
4. Community Engagement Fund 2017-2018
(17/1622)
Memorandum
dated 20 October 2017 by the Community Advisor - Funding and Community
Contracts 8
5. 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.
Kate Glanville
SENIOR COMMITTEE ADVISOR
MEMORANDUM 8 01
November 2017
Our Reference 17/1622
TO: Chair
and Members
Extraordinary Western Community Panel
Meeting
FROM: Debbie Hunter
DATE: 20 October 2017
SUBJECT: Community Engagement Fund 2017-2018
|
Recommendations
That the Panel:
(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. Information sheet is attached as Appendix 1 to the report;
(iii) agrees
to determine the funding to be granted to the community engagement fund
applications; and
(iv) agrees to a second round of
funding in 2018 with proposed opening/closing dates as follows:
|
Open Fund
|
Close
Fund
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Decisions
Due
|
|
1 March
2018
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10 April
2018
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13 June
2018
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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 Western Community Panel Community
Engagement Fund requesting a total of $3,200.00. They are as follows:
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No.
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Organisation
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Description
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$Eligible
Request
|
|
1
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Maungaraki Community Association
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Upgrade of current Maungaraki community
website.
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1,200.00
|
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2
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Alicetown
Community Association
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Alicetown Fun Day March 2018 –
funding towards hireage of equipment.
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2,000.00
|
|
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TOTAL REQUESTS
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3,200.00
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6. The
Panel has $6,201.00 available to be allocated. The funds need to be
allocated by the Panel by end of June 2018.
7. Panel
members completed an assessment sheet rating each application and the ratings
have been collated and included to form a collective rating for each
application.
8. Any
funding that is approved, standard conditions apply. Organisations
are required to submit an accountability form within six weeks of completion of
the project/event.
9. 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
|
Appendices
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No.
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Title
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Page
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|
1⇩
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Information Sheet - Community
Engagement Fund 2017-2018
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11
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Author: Debbie
Hunter
Community Advisor - Funding and Community
Contracts
Reviewed By: Melanie Laban
Divisional Manager, Community Projects and
Relationships
Approved By: Matt Reid
General Manager City and Community Services
|
Attachment 1
|
Information Sheet - Community Engagement Fund
2017-2018
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INFORMATION SHEET COMMUNITY ENGAGEMENT
FUND 2017-2018
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.