HuttCity_TeAwaKairangi_BLACK_AGENDA_COVER

 

 

Northern Community Panel Meeting

 

 

10 May 2019

 

 

 

Order Paper for the extraordinary meeting to be held in the

Pomare Community Centre, 55 Farmer Crescent, Pomare, Lower Hutt,

on:

 

 

 

 

 

Wednesday 15 May 2019 commencing at 5.30pm

 

 

 

 

 

 

Membership

 

Dina Awarau (Chair)

Twiggy Johnston-Welsh

Matesha Kells

Jay Waters

Cr Gwen McDonald

Cr Leigh Sutton

 

 

 

 

 

 

 

 

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

 

Extraordinary meeting to be held in the Pomare Community Centre
55 Farmer Crescent, Pomare, Lower Hutt
on

 Wednesday 15 May 2019 commencing at 5.30pm.

 

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 Northern Community Panel, 19 November 2018                   9

5.       Community Engagement Fund 2018-2019 (19/544)

Memorandum dated 2 May 2019 by the Community Advisor - Funding and Community Contracts                                                                                                                                12

      

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



 

 

 

HUTT CITY COUNCIL

 

Northern Community Panel

 

Minutes of a meeting held in the Pomare Community House on

 Monday 19 November 2018 commencing at 6.00pm

 

 

 

PRESENT:                        Ms D Awarau (Chair)                                                                 Ms T Johnston-Welsh                                            Mr J Waters                                  Cr G McDonald                                 Cr L Sutton

 

APOLOGY:                      No apologies were received.

 

IN ATTENDANCE:        Mr M Mercer, Divisional Manager, Community Hubs

                                            Ms D Hunter, Community Advisor Funding and Community

Contracts

 

 

PUBLIC BUSINESS

 

 

1.       APOLOGIES 

There were no apologies.

2.       PUBLIC COMMENT

Comments are recorded under the item to which they relate.      

3.       CONFLICT OF INTEREST DECLARATIONS       

Ms Awarau and Ms Johnston-Welsh declared a conflict of interest in regard to the funding application made by Pomare Taita Community Trust and took no part in discussion or voting on matters relating to the item.

Cr Sutton declared a conflict of interest in regard to the funding application made by the Hutt Valley Rotary and took no part in discussion or voting on matters relating to the item.

4.

minutes

 

Resolved: (Ms Awarau/Cr McDonald)                              Minute No. NCP 18501

“That the minutes of the Northern Community Panel meeting held on Wednesday
20 June 2018 be confirmed as a true and correct record.”

 

5.

Northern Community Projects Fund (18/1665)

Memorandum dated 17 October 2018 by the Community Advisor - Funding and Community Contracts

 

Speaking under public comment, Ms B Hay from the Stokes Valley Community Trust (SVCT) advised that feedback from the community was in support of a full sized basketball court at Speldhurst Park.  She stated that the SVCT realised there would be a shortfall in funding from Council. However, they were confident that they could raise the additional funds required through the Northern Community Panel Community Projects Fund, as well as grant applications and fundraising.  She was aware that the concept plan and schedule of quantities had been sent to two contractors asking them to submit a quote to construct a full sized court.  She advised that the community would be responsible for managing planting on the site.

The Community Advisor – Funding and Community Contracts elaborated on the memorandum.

Members noted that the Koraunui Marae could no longer accommodate one of the emergency generators agreed to at the June meeting of the Panel. However, the Stokes Valley RSA, 21 Hawthorn Crescent, Stokes Valley, was a possible replacement venue.  Cr McDonald agreed to discuss this with the Stokes Valley RSA.

 

Resolved: (Ms Awarau/Cr McDonald)                              Minute No. NCP 18502

“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.”

Ms Awarau declared a conflict of interest and vacated the Chair and Mr Waters assumed the Chair.

6.

Community Engagement Fund 2018-2019 (18/1666)

Memorandum dated 17 October 2018 by the Community Advisor - Funding and Community Contracts

Ms Awarau, Ms Johnston-Welsh and Cr Sutton took no part in any discussion or voting on matters relating to the item.

 

The Community Advisor – Funding and Community Contracts elaborated on the memorandum.

 

Resolved: ( Mr Waters/Cr McDonald)                               Minute No. NCP 18503

 “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) approves the application from the Pomare Taita Community Trust for $3,166.00 towards the purchase of consumables for the Christmas N Da Hood event to be held on Saturday
1 December 2018;

(iv)  approves the application from the Hutt Valley Rotary for $1,904.00 towards equipment hire for the Stokes Valley Xmas Parade to be held on Saturday 8 December 2018; and   

(v)   agrees that there will be a second round of funding, with proposed opening/closing dates as follows:

Open Fund

Close Fund

Decisions Due

4 February 2019

4 March 2019

8 April 2019.”

 

      

Ms Awarau resumed the Chair.

7.       QUESTIONS   

There were no questions.

 

 

There being no further business the Chair declared the meeting closed at 6.50 pm.

 

 

 

Ms D Awarau

CHAIR

 

 

 

 

CONFIRMED as a true and correct record

Dated this 15th day of May 2019

 


MEMORANDUM                                                  13                                                            15 May 2019

Our Reference          19/544

TO:                      Chair and Members

Extraordinary Northern Community Panel Meeting

FROM:                Debbie Hunter

DATE:                02 May 2019

SUBJECT:           Community Engagement Fund 2018-2019

 

 

Recommendations

That the Panel:

(i)         notes that the Community Engagement Fund closed on 30 April 2019 and two applications had been received;

(ii)        notes that the Panel had allocated $5,074.00 in the first round of the community engagement fund;

(iii)       notes that the Panel has $2,574.00 available to be allocated;

(iv)      agrees that the applications were considered according to the merits of the application criteria and priorities of the fund; and

(v)       agrees to the recommended allocations for the Northern Community Panel.

 

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 Panel has $7,644.00 available per annum to be allocated.

5.    The Panel allocated $5,070.00 in the first round of the community engagement fund.

6.    The Panel has $2,574.00 available to be allocated. The funds need to be allocated by the Panel by end of June 2019. 

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

8.    Two applications were received under the Northern Community Panel Community Engagement Fund requesting a total of $2,574.00, they are as follows:

No.

Organisation

Description

$Eligible Request

1

The Hutt Valley Schools Hall Fest Trust (renamed from Polyfest)

Towards venue hire (Walter Nash Stadium) for the Hutt Valley Schools Hutt Fest event to be held from 30 June to 5 July 2019.

 

 

1,500.00

2.

Te Awaikarangi Access Trust (TAKA)

Towards staging and equipment hire for the free Symphony in the Hutt event to be held at the Walter Nash Stadium on Friday 17 May 2019.

1,074.00

 

 

TOTAL REQUESTS

$2,574.00

 

9.    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. 

10.  For 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. 

 

 

Appendices

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