Northern Community Panel
14 November 2018
Order Paper for the meeting to be held in the
Pomare Community House, 55 Farmer Crescent, Taita
on:
Monday 19 November 2018 commencing at 6.00pm
Membership
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Dina Awarau (Chair) |
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Twiggy Johnston-Welsh |
Matesha Kells |
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Jay Waters |
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Cr Gwen McDonald |
Cr Leigh Sutton |
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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
Northern Community Panel
Meeting to be held in the Pomare Community House on
Monday 19 November 2018 commencing at 6.00pm.
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 Northern Community Panel, 20 June 2018 11
5. Northern Community Projects Fund (18/1665)
Memorandum dated 17 October 2018 by the Community Advisor - Funding and Community Contracts 14
6. Community Engagement Fund 2018-2019 (18/1666)
Memorandum dated 17 October 2018 by the Community Advisor - Funding and Community Contracts 16
7. 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 20 June 2018
Northern Community Panel
Minutes of a meeting held in the Pomare Community House, 55 Farmer Crescent, Pomare, Taita on
Wednesday 20 June 2018 commencing at 6.14pm
PRESENT: Ms D Awarau (Chair) Ms T Johnston
Mr J Waters (from 6.30pm) Cr G McDonald
Cr L Sutton
APOLOGY: An apology for lateness from Mr J Waters was received.
IN ATTENDANCE: Mr M Mercer, Divisional Manager, Community Hubs
Ms D Hunter, Community Advisor Funding and Community
Contracts
Mr A Marsh, Parks Asset Manager (part meeting)
PUBLIC BUSINESS
1. APOLOGIES
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Resolved: (Ms Awarau/Cr Sutton) Minute No. NCP 18301 “That the apology received from Mr Walters for lateness be accepted.” |
2. PUBLIC COMMENT
Comments are recorded under the item to which they relate.
3. Presentation
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Presentation from Department of Corrections (18/1028) Mr Scott Miller, Senior Advisor – Community Engagement & Reintegration, Department of Corrections gave a brief background on his role within the Department and particularly the work his team was involved in, in the community, the challenges they faced as well as reviewing if there were opportunities to work together with the Panel. |
4. CONFLICT OF INTEREST DECLARATIONS
There were no conflict of interest declarations.
5. MInutes
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Resolved: (Ms Awarau/Cr Sutton) Minute No. NCP 18302 “That the minutes of the Extraordinary Northern Community Panel meeting held on Tuesday 31 October 2017, be confirmed as a true and correct record.” |
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6. |
Northern Community Projects Fund (18/900) Memorandum dated 24 May 2018 by the Community Advisor - Funding and Community Contracts |
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Speaking under public comment, Ms S Rei thanked members for their funding contribution of $10,000 towards costs associated with activating Walter Nash Park. She noted that there were a number of people d utilising the equipment available at the park. |
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The Community Advisor – Funding and Community Contracts elaborated on the memorandum. |
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Resolved: (Cr Sutton/Cr McDonald) Minute No. NCP 18303 “That the Panel: (i) notes the Guidelines and Criteria for the Northern Community Projects Fund which is included on the inside of the Agenda; (ii) agrees retrospectively to the allocation of $10,000 for the purpose of purchasing equipment to activate the Walter Nash Park; and (iii) agrees to allocating $60,000.00 towards the purchase of emergency generators.” |
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7. |
Closure of Walter Nash Fitness CENTRE |
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Speaking under public comment, Mr D McLay, resident of Taita and member of the Walter Nash Fitness Centre tabled correspendence that he had received from Council’s General Manager, City and Community Services in relation his email dated 18 May 2018. He noted his particularly concerns about the lack of consultation over the closure of the Walter Nash Fitness Suite. Mr McLay stated that he thought the Walter Nash Centre was a community facility for a disadvantaged community and that this was never meant to be a commercial venture. Speaking under public comment, Ms R Fairbrother, resident of Taita and member of the Walter Nash Fitness Centre raised concerns regarding the closure. She questioned why the fitness suite was set up with a model to make money in the first place and why no consultation had been undertaken regarding its impending closure. Speaking under public comment, Ms M Kirkland, resident of Taita and member of the Walter Nash Fitness Centre supported the previous comments made under public comment. She commented that Fitness Centre members most impacted should have been consulted with and that this was standard good practice in decision making in governance. Speaking under public comment, Ms K Dent Rennie, resident of Taita and member of the Walter Nash Fitness Centre requested that Council call for an immediate hold on the closure of the Fitness Suite and ask for a report from officers into the running of the fitness suites. She noted that this was warranted given her perspective of membership data being inaccurate on which the closure was based. Speaking under public comment, Ms M McGrath, resident of Taita and member of the Walter Nash Fitness Centre expressed concern that members of the community may be unable to access other facilities. She noted that there were a number of members who had signed up at the Naenae Fitness Centre, however attended the Walter Nash Fitness Centre. She also raised concern that only registered members of the Walter Nash Fitness Suite were made aware of the closure. Speaking under public comment, Mr S Fairbrother, member of the Walter Nash Fitness Centre questioned what was the weighting and evaluation given in regard to the social impact that the closure of the facility would have on the community. Members of the public requested members to follow up on their concerns raised and also discuss with members of Fraser Park Sporstville to see whether there was an appetite for them to run a community gym. |
8. QUESTIONS
There were no questions.
There being no further business the Chair declared the meeting closed at 7.27pm.
Ms D Awarau
CHAIR
CONFIRMED as a true and correct record
Dated this 19th day of November 2018
MEMORANDUM 15 19 November 2018
TO: Chair and Members
Northern Community Panel
FROM: Debbie Hunter
DATE: 17 October 2018
SUBJECT: Northern Community Projects Fund
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That the Panel: (i) notes the guidelines and criteria for the Northern Community Projects Fund which is included on the inside of the agenda; (ii) agrees an additional $10,000 be allocated towards the purchase of emergency generators to allow for any unforeseen costs; and (iii) agrees that any remaining funds under the Community Projects Fund be allocated to the proposed Speldhurst Park Basketball Court. |
Purpose of Memorandum
1. For the Panel to allocate expenditure through the Northern Community Projects Fund.
Background
Community Projects Fund
2. The Panels were established by Council at a meeting held on 23 May 2017. The role of the Panels is to represent and act as advocates for the interests of their communities.
3. Council agreed to the creation of a Northern Community Projects Fund. The amount available is $114,000.00 per triennium.
4. The Northern Panel is delegated to allocating and managing expenditure under this fund.
5. The funds are to be used as follows:
- 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; and
- where ongoing 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.
6. At the Panel’s meeting held on 20 June 2018, members agreed to allocate $60,000 towards the purchase of emergency generators. Officers request that an additional $10,000 be added for any unforeseen costs associated with the purchase.
7. Initial panel discussions also identified support towards the costs associated with Speldhurst Park Basketball Court.
8. Officers are currently sourcing quotes for the construction of a full size basketball court. Council has already set aside some funds towards this project, however the balance will need to be raised via grants and fundraising.
9. The Panel has $44,000 remaining to be allocated and the funds need to be allocated by the end of June 2019.
10. Any projects that are approved, standard conditions apply and officers will manage or support the project as required.
11. The panel is required to report to the Community Services Committee before the end of the financial year regarding projects that have been supported.
There are no appendices for this Memorandum.
Author: Debbie Hunter
Community Advisor - Funding and Community Contracts
Approved By: Melanie Laban
Divisional Manager, Community Projects and Relationships
MEMORANDUM 17 19 November 2018
TO: Chair and Members
Northern Community Panel
FROM: Debbie Hunter
DATE: 17 October 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 the recommended allocations for the Northern Community Panel; and (iv) agrees that if there are any funds remaining, there will be a second round of funding, 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 2017/2018 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 Panel has $7,644.00 available to be allocated. The funds need to be allocated by the Panel by end of June 2019.
5. The fund was promoted through Hutt City Council’s grants system, and through contacts/networks via members of the Community Boards/Panels.
6. Two applications were received under the Northern Community Panel Community Engagement Fund requesting a total of $5,090.00, they are as follows:
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No. |
Organisation |
Description |
$Eligible Request |
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1 |
Pomare Taita Community Trust |
Purchase of consumables for their Christmas N Da Hood event to be held at Pomare School on Saturday 1 December 2018. |
3,166.00 |
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2. |
Hutt Valley Rotary |
Equipment hire for the Stokes Valley Xmas Parade to be held on Saturday 8 December 2018. |
1,904.00 |
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TOTAL REQUESTS |
$5,070.00 |
7. Applications are attached as Appendix One to the Memorandum.
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.
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No. |
Title |
Page |
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1⇩ |
Community Engagement Fund applications 2018-2019 |
18 |
Author: Debbie Hunter
Community Advisor - Funding and Community Contracts
Approved By: Melanie Laban
Divisional Manager, Community Projects and Relationships
