Agenda of Extraordinary Northern Community Panel Meeting

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 Taita Community Trust
55 Farmer Crescent, Pomare, Lower Hutt on

Friday 17 May 2019 commencing at 5.00pm.

ORDER PAPER

Public Business

1. APOLOGIES

Apologies have been received from Ms D Awarau and Cr L Sutton

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 2018-2019 (19/639)

Memorandum dated 17 May 2019 by the Community Advisor - Funding and Community Contracts 9

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.

Judy Randall

COMMITTEE ADVISOR

MEMORANDUM 10 17 May 2019

Our Reference 19/639

TO: Chair and Members

Extraordinary Northern Community Panel Meeting

FROM: Debbie Hunter

DATE: 17 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

Dina Awarau (Chair)
Twiggy Johnston-Welsh	Matesha Kells
Jay Waters
Cr Gwen McDonald	Cr Leigh Sutton