Central Community Panel
7 November 2018
Order Paper for the meeting to be held in the
Turakirae Room, Ground Floor, Hutt City Council, 30 Laings Road, Lower Hutt
on:
Monday 12 November 2018 commencing at 6.30pm
Membership
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Jo Clendon (Chair) |
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Alex Bengree |
Chris Hay |
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Prabha Ravi |
Matt Renata |
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Deputy Mayor D Bassett |
Cr S Edwards |
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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:
HUTT CITY COUNCIL
Central Community Panel
Meeting to be held in the Turakirae Meeting Room, Hutt City Council
30 Laings Road, Lower Hutt on
Monday 12 November 2018 commencing at 6.30pm.
ORDER PAPER
Public Business
1. APOLOGIES
No apologies have been received.
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. Minutes
Meeting minutes Central Community Panel, 11 June 2018 11
5. Community Engagement Fund 2018-2019 (18/1532)
Memorandum dated 21 September 2018 by the Community Advisor - Funding and Community Contracts 14
6. 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.
Judy Randall
COMMITTEE ADVISOR
13 11 June 2018
Central Community Panel
Minutes of a meeting held in the Turakirae Meeting Room, Hutt City Council, 30 Laings Road, Lower Hutt on
Monday 11 June 2018 commencing at 6.30pm
PRESENT: Ms J Clendon (Chair) Ms A Bengree
Mr C Hay Ms P Ravi
Cr S Edwards
APOLOGIES: Deputy Mayor D Bassett
Mr M Renata
IN ATTENDENCE: Ms D Hunter, Community Advisor - Funding and Community Contracts
PUBLIC BUSINESS
1. APOLOGIES
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Resolved: (Ms Clendon/ Mr Hay) Minute No. CCP 18301 “That the apologies received from Deputy Mayor D Bassett and Mr M Renata be accepted and leave of absence be granted.” |
2. PUBLIC COMMENT
There was no public comment.
3. CONFLICT OF INTEREST DECLARATIONS
The Chair declared a partial conflict of interest in the funding application received from Hutt Art Society. The Panel noted however that the conflict of interest was historical.
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4. |
Minutes |
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Resolved: (Ms Clendon/ Ms Ravi) Minute No. CCP 18302 “That the minutes of the Extraordinary Central Community Panel meeting held on Monday 30 October 2017, be confirmed as a true and correct record.” |
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5. |
Community Engagement Fund 2017-2018 (18/902) Memorandum dated 24 May 2018 by the Community Advisor - Funding and Community Contracts |
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The Community Advisor – Funding and Community Contracts elaborated on the memorandum. In response to questions from members, the Community Advisor – Funding and Community Contracts advised that under the current funding policy, to be eligible to apply for funding, the community group needed to have the legal status of either a Charitable Trust or an Incorporated Society. Members commented that this rule often restricted community groups who wished to apply for funding. They noted there were a number of active community groups within the Central area doing worthwhile work who would appreciate financial support. Members requested the Community Advisor – Funding and Community Contracts report back to their next meeting on the likelihood of a review of the above rule, specifically with regard to the Community Engagement Fund. They anticipated a review of the rules might allow community groups that did not have a legal status to apply. |
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Resolved: (Ms Clendon/ Ms Ravi) Minute No. CCP 18303 That the Panel:
(i) notes that the Community Engagement Fund closed on 4 May 2018 and four applications had been received;
(ii) agrees that the applications were considered according to the merits of the application criteria and priorities of the fund;
(iii) agrees to determine the funding to be granted to the community engagement fund applications;
(iv) approves the application from the Hutt Art Society for $500.00 for the Art for Hearts Sake towards the cost of equipment hire;
(iv) approves the application from the La Leche league Lower Hutt Group for $645.00 towards venue hire and catering costs associated to their “Big Latch On 2018” event;
(v) approves the application from NZ Family and Foster Care Federation Inc for $2,088.00 towards venue and resources associated to their “We Can Work Together To Meet Their Needs” event;
(vi) approves the application from Dress for Success (Hutt Valley) for $4,287.00 towards the purchase of equipment and resources to support service delivery from Lower Hutt; and
(vii) requests that recipients of the engagement fund report back on their funding.
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6. QUESTIONS
There were no questions.
There being no further business the Chair declared the meeting closed at 7.10 pm.
Ms J Clendon
CHAIR
CONFIRMED as a true and correct record
Dated this 12th day of November 2018
MEMORANDUM 14 12 November 2018
TO: Chair and Members
Central Community Panel
FROM: Debbie Hunter
DATE: 21 September 2018
SUBJECT: Community Engagement Fund 2018-2019
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That the Panel:
(i) notes that the Community Engagement Fund closed on 6 October 2018 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;
(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 2019 with proposed opening/closing dates as follows:
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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 2018/2019 Annual Plan to contribute $48,850 for the Community Board/Panel Community Engagement Fund.
3. This is for local activities/events that directly benefit the communities concerned.
4. The fund was promoted through Hutt City Council’s grants system, and through contacts/networks via members of the Community Boards/Panels.
5. Two applications were received under the Central Community Panel Community Engagement Fund requesting a total of $6,102.00. They are as follows:
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No. |
Organisation |
Description |
$Eligible Request |
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1 |
Hutt Valley Camera Club |
Annual Photographic Society of New Zealand Conference in April 2019 to be held at the Hutt City Events Centre. Request is towards the cost of venue hire. |
5,500.00 |
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2 |
Youth Development Trust Wellington |
Project K programme run at Sacred Heart College, Lower Hutt, involving 12 students + 12 mentors. Request towards food costs associated with their monthly mentor/student meetings and also craft activity. |
602.00 |
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TOTAL REQUESTS |
$6,102.00 |
6. The Panel has $9,320.00 available to be allocated. The funds need to be allocated by end of June 2019.
7. Panel members completed an assessment sheet rating each application and the ratings have been collated and included to form a collective rating for the application.
8. Standard conditions apply for any funding that is approved. Organisations are required to submit an accountability form within six weeks of completion of the project/event.
There are no appendices for this Memorandum.
Author: Debbie Hunter
Community Advisor - Funding and Community Contracts
Approved By: Melanie Laban
